Conference & Events Executive

7 months ago

Dundee, United Kingdom Dundee Industrial Heritage Ltd Full time

**Dundee Industrial Heritage Ltd**

**Post Title**: Conference & Events Co-ordinator

**Department**: Operations

**Responsible to**: Commercial Director

**Purpose**

The C&E Operations Coordinator will be responsible for client enquiries right through to the successful operation of the event at all of our venues at Discovery Point and Verdant Works including supporting guests to enjoy a fabulous experience at Dundee Heritage Trust.

**Organisational Relationships**

Working as part of a small team under the direction of the Commercial Director and liaising with colleagues across all departments.

**Base**

The post will be based at Discovery Point but will require working at Verdant Works as required.

**Hours of Work - **37.5 hours per week including evenings and weekends

**Duties & Responsibilities**
- Work partnership with Commercial Director and the wider C&E Team in planning of events and schedules
- Ensure preparation for each event meets with DHT standards and client specification
- Liaise with Facilities Team to organise required technical equipment -Hire external technical support where required
- Work with external suppliers for any extras required for events (e.g. flowers for dinners)
- Set up meeting rooms and events areas (including moving furniture/bars/kitchen equipment into place) according to client requirements
- Monitor stock, linen and departmental requirements, ensuring clean linen at both sites.
- Order food and drink supplies for events
- Ensure all working areas are kept clean and tidy prior to and during the event
- At the end of the event area is cleaned and leftover food cleared away includes working areas, storage areas, and the event space.
- Work with Catering and Front of House at both venues to make regular stock checks of conference and events equipment, food and drinks.

**Events Management (on the day)**
- Promote a welcoming environment, communicate with guests and colleagues to ensure guests need are met.
- Meet and greet event organisers/guests and ensure all timings and details are met in line with specified requirements.
- Supervise the running of events and remain as the point of contact to ensure all aspects are delivered to a high standard.
- Respond to any guests requests and aim to fulfil any special requirements timeously
- Identify any issues within the delivery and work across the team to ensure the highest customers’ service at all times.

**Admin**
- Support the work with the C&E Team by providing all necessary paperwork
- Complete the Event report at the end of the event and record any incidents in the ‘system’

**General**
- Be aware of the work of other departments in the achievement of DIH/DHT aims.
- Take an active part in communicating and co-operating with other staff and departments.
- Follow all DHT/DIH guidelines, procedures and policies.
- Work in accordance with the companies Equal Opportunities and Diversity Policy.
- Be aware of and comply with, rules and legislation pertaining to Health & Safety at work.
- Take an active part in achieving high standards of customer and client care.
- Contribute to an enthusiastic, positive work climate within the organisation

**Person Specification**

**Essential**
- Event Management Qualification and/or Event Planning Experience
- Self-Motivated, team player able to create a positive working environment
- Strong Written and Verbal Communications
- Experienced of working with external Clients/Contactors
- Excellent IT Skills and knowledge of Event Booking Software
- Great organisational skills with attention to detail
- Ability to work under pressure and balance conflicting priorities
- Creative Skills
- to plan/produce events for top class customer experience
- Evidence of effectively directing staff and wider resources.
- A flexible approach to work

**Desirable**
- Ability to drive - to move between venues
- Experience of working in a Museum or Visitor Centre
- Interest in Dundee Industrial Heritage

**Terms & Conditions**:
**Permanent post**

**Rate of Pay**: £24,820

**Hours of work**: 37.5 hours per week, including evening and weekend work

**Holidays**

Holiday entitlement is 31 days, rising to 4 weeks and 2 days after 3 years’ service and rising to 5 weeks after 5 years’ service. Pro-rata for part time hours. This includes public holidays, 4 of which are fixed - Christmas Day, Boxing Day, New Year’s Day, and 2nd January.

**Pension**

The Government has introduced a new law which requires employers to enrol their workers into a workplace pension scheme automatically if they meet the following conditions.
- Are not already in one;
- Earn over £10,000 a year/£833 per month/£192 per week
- Are aged 22 or over; and
- Are under State Pension age

If you meet these requirements during your contract with you will be auto enrolled into our qualifying scheme - The National Employment Savings Trust (NEST) Pension Scheme.

**Staff benefits**
- Discount on meals from Discovery & Verdant Works C

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