Events, Site and Vehicle Coordinator
7 months ago
Calex UK is a multi-sector, learning & development company that specialises in the design and delivery of innovative training programmes. We possess over 20 years’ experience working with leading automotive employers in the UK, Europe, China and the US.
We are currently seeking to recruit a dynamic and highly organized individual to join our training team at The Stellantis Performance Academy in Coventry.
The Events, Facility and Vehicle Coordinator will be responsible for a number of key responsibilities:
- Events - main objective of the role. Plan, co-ordinate and deliver automotive training events to include Brand Inductions, new product launches & ad-hoc events for multiple automotive brands
- Vehicle Fleet - Stellantis produce a great range of vehicles, therefore it is important that the fleet of vehicles is fit for purpose. The role will be responsible for the vehicle fleet at the Performance Academy, including management of staff and training vehicles
- Facilities - it is important that we deliver an excellent customer experience to all who attend the Performance Academy, this requires the site to be in tip top shape. The role will be responsible in ensuring that the site delivers a safe and exciting experience
This position requires strong attention to detail, excellent communication skills, and the ability to work collaboratively with both stakeholders and internal teams.
**Key Responsibilities**
- Creating & presenting event proposals taking into consideration the brand & product requirements
- Hotel & venue searching, completing site visits when required
- Ensure risk assessments and health & safety is adhered to on all events
- Responsible for keeping event project plans up to date, ensuring all parties complete their tasks prior to events
- Responsible for booking all event elements including but not limited to; event venue, staff accommodation, delegate accommodation, vehicles, transportation, competitor vehicles, drive team, catering, event assets, AV, evening entertainment etc
- Ability to prepare efficiently for going onsite: preparing & packing training kits, uniform, event assets, outdoor branding etc
- Liaising with management to ensure ‘Train the Trainer’ days are scheduled & planned before a live event
- Working with a new event team on a regular basis, ensuring they understand their roles and requirements throughout a live event
- Responsible for the smooth running of live days which includes; ensuring the day runs to time, trainer & delegate questions are answered, resolving issues quickly and effectively
- Organising ad-hoc internal meetings as required
- Good housekeeping of Event Job Folders, with overall responsibility filing & storing paperwork as required
- Review post event feedback and proposal changes & new ideas
- Liaising with venues & hotels to ensure final details are correct
- Liaison with client, venue, and crew onsite
- Good understanding of each brands image & values to ensure events fit the brands ethos & character
- Ability to track event finances & budgets, ensuring invoices are settled by finance
- Basic understanding of AV / technical solutions
- Ability to source ad-hoc assets and basic event print work
**About you**
- Creative, commercially minded, and excited by the challenges of delivering quality event experiences
- Ambition to learn quickly
- Flexibility towards working hours, to include evenings and weekends
**Key qualities and characteristics**
- Organised and strong multi-tasker
- Excellent eye for detail
- A confident communicator, both verbally and in writing
- An ability to build long term, mutually beneficial relationships
- Commercial acumen
- Good influencing skills
- A strong client service ethic
- Resilience and stamina to sustain performance when under pressure to deliver to a deadline or in the face of demanding customer requirements
- An ability and willingness to travel
- Open, inquisitive, and friendly
- At least 18 months previous event coordination experience
- Full Driving licence
**Salary and Benefits**
Up to £40K dependent on experience, Company Car (BIK), 26 Days Annual Leave, Calex Employee Benefits Packages (Inc Private GP and Healthcare Services, High Street Discounts, Discounted Gym Memberships and on Demand 24 Hour Wellbeing Service (Counselling and Advice).
**General information**
**Job Types**: Full-time, Permanent
**Salary**: Up to £40,000.00 per year
**Benefits**:
- Company car
- Company pension
- Health & wellbeing programme
- Store discount
Schedule:
- Monday to Friday
- Weekend availability
Ability to Commute:
- Coventry (required)
Work Location: In person
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