Assistant Event

2 months ago

City of London, United Kingdom Savills Full time

**Purpose of the Role**

The Assistant Events and Estate Manager is responsible to deliver exemplar operational and planning expertise within all aspects of the estate and event calendar at Kings Cross.

Brilliant basics are essential, ensuring consistency of delivery across all estate and event work streams. Accurate reporting and time management are fundamental to the role to ensure successful delivery of the business objectives and KX purpose.

Innovation is key, making best use of best-in-class processes, technology, and empowering service partners and the KCES team to ensure we operate effectively across the estate

Driving and delivering a collaborative, inspiring and engaging working ethos to ensure a one team approach.

The Assistant Event and Estate manager will work with and assist the Events Manager, senior Estates manager and the wider operations/estates team in the delivering and managing the logistics and operational elements of a busy and exciting annual events programmeon a fast pace mixed use estate.

**Events & Enlivenment**
- To work with and assist the Events Manager to ensure the smooth operation of all year-round event activities on the King’s Cross Estate in accordance with the client’s Events and Enlivenment strategy
- Focusing on the logistics planning and implementation of events on the King’s Cross Estate
- Along with the events administrator, liaise with filming requests and event request for the King’s Cross Estate and present these to the client
- To ensure the highest standards of health and safety are maintained during event build and strike periods. Clear communication is required to ensure expectations of all contractors onsite
- Along with the events team, communicate logistics plans to key stakeholders onsite to ensure all parties affected by events are informed and where required, are consulted
- To ensure event’s organisers follow the agreed events plan and work within the site rules, regulations and any other licensing and contractual conditions
- Work closely with other estate services departments to ensure normal estate operations are maintained during events
- Trouble shooting on site event logistics and working with the onsite team to ensure the success of all events at King’s Cross
- Raise invoices and track payment and POs for events, commercial activations and filming on site
- Liaise with service partners and event suppliers to obtain quotes for events, process and track these invoices and ensure services are completed to a high standard
- Create and update contracts with event organisers to run their events at King’s Cross
- Work with the events administrator to update budgets and budget forecast
- Work with the events manager and administrator to raise permits, review RAMS and other event documentation
- Produce relevant pre and post event reports and assist the client with event feasibility reports
- Process event enquiries and gather the relevant information to provide to the client
- To assist the client in driving commercialization across the Estate
- Requirement to oversee events, where necessary, which would involve working out of office hours and weekends (time back in lieu)
- Work with our occupiers and retailers to assist them with their event plans, trouble shoot and offer guidance and solutions for best practise in event management.

**Estate Management**
- Plan, manage and deliver operational works streams and continuous improvement projects on the KX estate, ensuring full adherence on statutory compliance, best practice estates management and operational excellence
- Manage operational aspects of outsourced service providers and the in-house estates team to ensure security, cleaning, landscaping, maintenance, and repairs (fabric and mechanical and electrical) are coordinated
- Monitor and measure written service level agreements, KPI’s, PMA targets, delivering specification and standardisations outputs and processes as detailed in the KCES operational and maintenance manuals/agreements.
- Manage contractor site access and permits to work systems for service provider contracts and subcontractor tasks, proactively ensuring the maintenance of sound working relationships and tight standards of financial and contract management.
- Develop and maintain a professional understanding and close working relationship with appropriate occupier representatives and encourage frequent and open communication and flow of information on relevant estate issues.
- Ensure that Health & Safety, emergency procedures and safe working practices are maintained and conform to current legislation, ensuring occupiers, visitors and SMR staff are provided with a safe environment in which to conduct their core business, complyingwith all manuals and procedures.
- Act as the responsible person and fire warden in the event of an emergency event, taking all reasonable measures to ensure that occupiers, retailers, customers, schools (KX academy/St Martins UAL) and the wider canal community remain aware of their obligationsand the KCES/KX processes, procedures in such event types
- Assist in pro-actively following the company tender guidelines, procurement procedures and contracted property management services, ensuring the requisite standards for the management and delivery of such services are upheld through regular structured monitoring,auditing through inspections and direct liaison with service partners

Please note requirement to oversee events, where necessary, which would involve working out of office hours and weekends (time back in lieu)

The above is not an exhaustive list of duties and you will be expected to perform different tasks as necessitated by your changing role within the organisation.

**Key Responsibilities**
- Schedule of conditions pre and post event
- Weekly operational briefing meeting with service partners
- Attend Filming, photography, and event site visits
- Pre event opening checks with contractors and event organisers
- Event equipment and services booking form completion and implementation
- Event equipment audit, maintenance, and management
- On site stake holder liaison and event communications
- Liaising with event organisers to produce site specific events to a high health and safety standard
- Liaise with all relevant departments to ensure the smooth operation of events e.g. Health & Safety, Security, Estates Team and Fabric.
- Work with Events team to ensure that all relevant H&S documentation is in place for each event prior to the event being signed offWork with Events Manager to

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