Ohana Events Operations Coordinator

2 weeks ago

London, United Kingdom Mitie Full time

Global Real Estate team members are part of an award-winning department continually pushing the boundaries of Corporate Real Estate in support of Salesforce's 108 offices, in 80 cities, accommodating 65,000 employees. From our urban campus, Salesforce Tower, fully activated lobbies and cutting-edge workplace designs, we challenge ourselves to strive to surprise and delight our employees and guests every day. In Global Real Estate, we work collaboratively to respond to challenges, motivate each other to do the best work of our lives, and enthusiastically celebrate our successes.

The Events Operations Coordinator in Hospitality and Events, Workplace Services, will support Salesforce London ‘Ohana Floor events. This position can expect direct interaction with executives, customers and partners, lead event planning development and execution in support of Salesforce's London campus. This individual will work closely with hospitality, facilities, events and culinary teams.

**JOB DESCRIPTION**

**Events**:

- Assisting the Ohana Floor events team with pre, onsite and post-event logístical and administrative tasks for both external and internal events
- Coordination of meeting space and event setups, daily checks to ensure that the floor is in pristine condition and fully functional ready for our internal and external customers to use
- Ownership of relationships with commonly used internal and external vendors
- Support with lobby hosting/ lift escorting or check-in if / when needed for large events
- Ability to multitask many events and projects at one time
- Support in setting up registration/ cloakroom (lobby + ‘Ohana Floor) for events
- Set up of drop off catering and assist external caterers on the day
- Receiving deliveries and responsible for food handling as per national regulation
- Taking inventory for equipment and inspecting any damage after use, checking it against the inventory list.
- Greet our external customers/partners/execs with a warm and friendly smile and make them feel welcome and comfortable.

**Workplace Services**:

- Overview of the condition of all furniture & consumables used - ensuring repairs are followed through & replacements ordered/ escalated if required
- Act as the main point of contact for any operational coordination required on the Ohana Floor and enhance the
- relationship between Salesforce and Building Managements operational teams; maintenance, loading bay, security, post room, lobby reception, concierge, etc
- Bluepoint and Traction trained in order to register and welcome vendors/suppliers/vehicles
- Logging maintenance and cleaning issues on Ohana floor and ensuring the timelines are followed up on swift resolution
- Providing cover for the ambassadors on the odd occasions when staffing levels are unable to meet the needs of the business
- Support on overseeing the smooth guest experience on the floor
- Attending all operation meetings to ensure smooth co-ordinations between events, porters, ambassadors and workplace services teams.

**Additional Tasks**:

- Effective use of ticketing system for logging and tracking all requests
- The day-to-day smooth running of the Ohana floor, liaison with all stakeholders to support the entire operation
- Coordinate all project deliverables, ensuring deadlines are communicated effectively, understood, and successfully met by all internal external stakeholders
- Adhering to Ohana floor health and safety protocols and standards
- Fire warden for Ohana floor when on duty
- Work a 9-hour pattern (including 1-hour lunch break) between the core hours of 7am - 6pm to suit the operational nature of the daily Ohana Floor diary - O/T available for evening events or later shift pattern can be worked; this will be your responsibility to manage in conjunction with the Senior Coordinator, SIC/Ohana Floor

**Skills and Experience Required**:

- Excellent organisational skills, enthusiastic & flexible working attitude
- Understanding of different event models (virtual, hybrid, in-person) and some experience in their delivery
- Ability to work against tight deadlines and goals in a fast-paced environment whilst keeping a keen eye on detail and accuracy
- Flexible and adaptable to changing priorities
- Out of hours work may be required
- Managing time to respond to business needs (working flexibly around important events/busy periods) Exceptional communication, organisational skills, and professionalism required for events

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