Weekend Operations Coordinator

1 month ago

London, Greater London, United Kingdom Unique Venues of London Full time
Job Title: Weekend Facilities and Operations Officer

Unique Venues of London is seeking a highly organized and detail-oriented Weekend Facilities and Operations Officer to join our team.

About the Role:

This is a key position that requires a strong understanding of health and safety, facilities management, and event operations. The successful candidate will be responsible for ensuring the smooth execution of events, managing administrative tasks, and building strong relationships with clients and suppliers.

Key Responsibilities:
  • Manage all administrative tasks prior to each event, including collecting and collating relevant paperwork and information.
  • Review and ensure compliance with clients' and suppliers' risk assessments, method statements, schedules, insurance certificates, and licenses.
  • Attend site visits as necessary to ensure a thorough understanding of the event requirements.
  • Assist in developing processes and procedures for internal use, by suppliers, and clients to ensure effective communication and planning.
  • Collaborate with the line manager to identify and lead on longer-term internal projects, such as building a reliable bank of freelance talent or wider SLAs.
  • Support the line manager in devising and managing the operational launch to market of new space activations, including delivering a time-bound critical path and booking third-party suppliers.
  • Assist in collating and devising required documentation, activation budgets, competitor analysis, and other relevant tasks.
Finance:
  • Add all staffing, cleaning, and miscellaneous/on-event costs to the CRM system and raise client invoices within the agreed timeframe.
  • Work with the sales team to reconcile all event jobs post-event and update the CRM system accordingly.
Team:
  • Communicate training needs and actively participate in personal development in line with the line manager's expectations.
  • Support the Head of Space Operations on new space acquisitions as required.
  • Carry out ad hoc duties as necessary.
  • Exceptional organizational and planning skills are essential for this role.
  • Confidence in briefing contractors and suppliers is required.
  • A good understanding of health and safety, compliance, and environmental legislation and codes of practice is necessary.
  • A reasonable level of competency using Microsoft and Google Drive software, particularly Word, Outlook, and Excel, is required.
  • A good understanding and knowledge of the local event and venue industry are essential.
  • Availability to work late nights and weekends as required.

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