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Event Venues Coordinator

4 months ago

Oxford, United Kingdom University of Oxford TSS Full time

Location:
- Oxford City Centre- Category:
- Events- Vacancy Type:
- Full-time (temporary)- Pay rate:
- £15.60 p/h + holiday pay- Web advert- Vacancy ID 15343- We are currently recruiting for a temporary Event Venues Coordinator to work on site at one of our centrally based departments starting ASAP for approx 12 weeks working Mon - Fri 9am - 5pm and paying £15.60 p/h- Duties:
**Sales and marketing**:

- Develop and maintain a sound knowledge of all OUEV venues and services
- Respond promptly and accurately to all enquiries as soon as possible, and within two working days of receipt
- Interpret customer requirements and prepare bespoke proposals or information for their consideration
- Conduct site visits for customers and their stakeholders as required throughout the sales and planning process
- Proactively find opportunities to upsell and cross sell
- Obtain quotes from third party suppliers and negotiate as required
- Ensure sales negotiations and discounts comply with financial regulations and current policy with escalation to management as appropriate
- Achieve personal finance targets in support of overall team targets (up to £3m)
- Contribute to OUEV marketing and engagement activities which will include;
- ensuring website information is up to date
- curating and posting social media content
- participating in familiarisation trips and other such events
- attending virtual and in person networking events

**Operations and communications**:

- Provide duty manager cover for events during normal working hours, evenings and weekends as required in line with current policy to include;
- Ensure the venue is prepared as per the running order, which will involve manual handling and basic IT / AV knowledge
- Being the customer’s point of contact throughout the event, ensuring their needs are fully met and any concerns resolved
- Supervising all on site staff belonging to Facilities Management, or agency, who are supporting the event
- Providing direction to internal and external third party suppliers to ensure the smooth and safe delivery of their services
- Providing pre-event briefings to staff, suppliers and customers
- Being the senior on site point of contact responsible for the venue and the smooth and safe running of the event
- Ensure agreed service levels are maintained throughout event delivery and provide post event feedback to colleagues and stakeholders as required- Support the Event Venues Operations Manager by contributing to the production of the monthly staff rota, and where applicable, liaising with colleagues to ensure sufficient Facilities Support Assistants / Event Venues Assistants, are available to support the event.
- Ensure IT systems and documentation is up to date at all times
- Ensure that each event has an accurate, detailed running order and that all items on the running order are delivered
- Ensure agreed service levels from colleagues and suppliers are maintained throughout event delivery and provide as required
- Ensure communication with customers is polite, accurate and timely from the point of enquiry through to post event support

**Quality and compliance**:

- Ensure you meet agreed service delivery targets (KPIs, SLAs) and timeframes for internal processes e.g. completion of booking contracts, approval of risk assessments, raising of invoices etc.
- Proactively gather customer feedback utilising the tools provided
- Contribute to a culture of continuous improvement, identifying areas where operational efficiencies and service improvements can be made
- Ensure the relevant health, safety, and legal paperwork is in place for all events including risk assessments, method statements, booking contracts, and, terms and conditions
- Comply with the dress code for the role when customer facing
- Be responsible for the health, safety and security aspects of event operations including;
- Ensuring relevant health, safety and security arrangements and processes are adhered to throughout the event
- Being incident controller, handling emergency situations following relevant policy and guidance
- Operating the fire panel incase of a fire alarm activation Liaising with internal and external bodies such as Security Services, the Proctor’s Office, Thames Valley Police, and other law enforcement and security personnel
- **Essential Criteria**
- Proven experience working in Events
- Experience of supervising and providing direction to staff and suppliers
- Proven track record of providing a high quality customer service
- Experience of working in a fast paced environment Effective written and verbal communication skills with people at all levels and the ability to speak publicly at events