Exchange Coordinator

5 months ago

London, United Kingdom Somerset House Trust Full time

**Description**:
Somerset House Exchange is a coworking space and community bringing together freelancers and small businesses who work in the arts and the creative industries, incorporate and embrace innovation, have a collaborative approach to their work, and strive to increase diversity within their industry. We are committed to building an inclusive community reflecting the diversity of our society and proactively support those who have been historically excluded and may face barriers in terms of access and opportunity in the creative and cultural sector through a bursary programme. We are also the home for the Black Business Incubator, developed in partnership with Mentor Black Business and sponsored by Morgan Stanley, and aims to help early-stage Black entrepreneurs unlock their full potential and allow their creative enterprises to thrive. The Exchange currently is home to over 650 members.

In this role you will contribute to the day-to-day management of the space and memberships, and coordinate all administration and operations, whilst engaging with members and creating a collaborative and supportive environment that builds on the wider Somerset House resident community.

You will support the team in activities from marketing, membership sales and programme recruitment, to day-to-day members’ troubleshooting, overseeing daily operations, community programme delivery, and overall evaluation and reporting. You will also proactively seek opportunities to enhance and develop our offer for members by drawing on our creative community feedback.

**Key Responsibilities**:
**ADMIN AND OPERATIONS**
- Manage the day-to-day running of the online member’s platform, updating member contracts and membership information on all platforms
- Proactively look to optimise and automate processes, policies and procedures
- Maintain effective and accurate bookkeeping and assist with invoicing, processing payments, producing budgets and management accounts, and financial reporting
- Coordinate with other departments and contractors regarding all operational facilities and procedures, including H&S
- Act as the main point of contact for members’ troubleshooting on site and online
- Manage the meeting room bookings, booking systems, inventories, and purchasing of add-on products and services
- Manage data and documents, update operational handbooks including risk assessments and H&S
- Support on data gathering and monitoring for reporting purposes
- Build and maintain internal databases

**COMMUNITY ENGAGEMENT**
- Contribute to member selection, coordinate prospective members’ tours of the space, and carry out site inductions
- Assist with devising and implementing communication strategy
- Contribute to planning and delivering of the community programme and liaise with members to produce engaging community activities, establish opportunities for collaboration, deliver joint programmes, and shape the digital strategy
- Contribute to the delivery of Black Business Incubator, the Exchange bursaries programme, and other inclusive talent initiatives, including outreach, selection, onboarding, and post programme strategies
- Build positive relationships with members to identify their needs and expectations, proactively gathering feedback and information to ensure continuous improvement of services
- Create an inclusive environment that fosters collaboration and creativity both internally and externally
- Provide front of house services

**Skills, Knowledge and Expertise**:
**Experience**:

- Administrative/coordinator role, preferably in the creative industry and/or with small businesses and entrepreneurs
- Data entry, data management, bookkeeping, and reporting
- Building and managing relationships with clients, building customer support processes, and meeting customer needs
- Demonstratable success of planning and delivering programmes and small-scale events
- Experience working to address under-representation in the creative sector (desirable)

**Skills**:

- Strong organisational, administrative, and time management skills, with the ability to manage multiple tasks and projects simultaneously
- Excellent written and verbal communication skills, with the ability to communicate effectively with a variety of stakeholders
- Flexibility and adaptability to change
- Ability to work independently, prioritise own workload, multi-task, and deliver to deadlines

**Benefits**:
**Mental Health & Wellbeing**
- Access to our external Employee Assistance Programme (CiC) for free 24/7 confidential advice and support, including up to 6 free counselling sessions per year where needed
- Mental health support and guidance from our in-house trained Mental Health First Aiders
- Hybrid working - dependent on business needs (possible 2 days working from home)

**Holiday**
- Enhanced annual leave - 25 days plus bank holidays (pro rata)
- Birthday leave - additional day leave on or within a week of your birthday
- Festive day - additional disc

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