Event Administrator

£28-£30,000 per annum,dependent on experience

Title:Events Administrator

Department: Private Events

Reports to: Events Managers

Contract type: Full-time,permanent

Salary: £28-£30,000 per annum,dependent on experience

Working week: The role will require a combination of in-office work and onsite shifts to support with events execution*.

• The role will usually operate from 9am to 6pm Monday to Friday but will include out of hours presence to support the execution of relevant events,working closely with the event and operational team to deliver on the needs of business.

Job Summary

As Private Events Administrator across both House of KOKO,Café KOKO and KOKO Theatre,you will play a key role in supporting the coordination,administration and delivery of private events across our interconnected venues. Reporting to the Private Events Manager and working closely with the wider operational,production and commercial teams,you will act as the organisational backbone for the private events function.

You'll play a pivotal role in coordinating seamless,high-impact private events that uphold KOKO's reputation for excellence. Reporting directly to the Senior Events Manager,but supporting all of the Event Team,working cross-functionally with operational and commercial teams,you'll support both the planning and execution of events from start to finish. You'll ensure that all event documentation is accurate and completed in advance,lead on scheduling and preparation tasks and ensure the close of each event is correctly reflected in reports.

You will bring efficiency,structure and clarity to a busy events pipeline - This is a hands-on,highly organised and detail-oriented role suited to someone who thrives in a multifaceted environment and can balance the needs of high-touch private events with commercially led theatre hires.

Role & Responsibilities

Internal communication & Administrative tasks

• Maintain structured and up-to-date event files,internal trackers,and shared calendars.
• Champion CRM maintenance along with the assistance of the Event Specialist,logging events clearly and accurately,tracking leads,client preferences and post-event feedback.
• Ensure the events team is aligned with wider business objectives through regular reporting and updates.
• Prepare and circulate clear,concise function sheets and summaries to all relevant departments.
• Generate event contracts and circulate to relevant internal and external stakeholders
• Take and distribute meeting minutes,capturing action points and following up as needed.
• Support invoice creation and timely billing,working closely with finance and management.
• Assist with post-event debriefs,cost reconciliations,surveys and reporting for both internal use and client distribution.
• Assist the Private Events Manager with operational improvements and process updates.
• Support departmental inbox management,responding to enquiries gaining further knowledge of perspective events and routing requests efficiently.
• Ensure processes are followed consistently,raising any concerns or suggested improvements to management.
• Ensure all financial reporting is up to date and accurate.

Planning & Coordination

• Support the planning and coordination of private events,member events and select theatre hires from initial enquiry through to post-event reporting.
• Answer phones and respond as appropriate to events related queries
• Manage function sheets,proposals and client documentation with integrity,double-checking for accuracy and completeness before internal distribution.
• Ensure all internal teams are fully briefed,updated,and aligned ahead of each event through timely communication and shared documentation.
• Lead the coordination of event logistics. set-up schedules and staffing support to menu printing and AV preparation.
• Assist with timeline and task management across multiple events,helping ensure all elements are delivered on time and to spec.
• Liaise with key departments in F&B & operations to confirm responsibilities,set-up needs,and service timing.
• Support production-heavy or complex theatre events when required,ensuring information is organised and communicated correctly.
• Support the Private Event Manager in preparing weekly overviews,internal briefs and reporting packs
• Work with the wider events,programming and commercial teams to support a smooth pipeline and aligned event delivery.

Client & Member Experience

• Act as a professional,warm and engaging point of contact for clients throughout the planning phase.
• Coordinate site visits and walkthroughs,preparing collateral and follow-up documentation.
• Manage pre-event client touchpoints including contracts,menus,timelines and final confirmations.
• Support communication between clients and internal teams,ensuring expectations are managed and clear throughout.
• Assist with logistical coordination such as set-up schedules,production requirements,staffing requests and supplier communication
• Attend events where needed,assisting with guest management,team coordination,and troubleshooting on the ground.

About You

We are seeking an organised,proactive and polished administrator with a genuine passion for coordinating and delivering exceptional event experiences,with the following key attributes:

• Successful track record in a similar coordinator role in a hospitality environment,preferably with past exposure to members club,luxury brands and events
• Excellent written,verbal communication and social/interpersonal skill with diplomacy and tact dealing with a broad range of clients
• An organised and reliable persona,with excellent attention to detail in creating experiences,with fluency in reporting,
• Experience of working towards multiple stakeholders,with a proactive approach to meeting deadlines and targets.
• Actively seeking to establish trust and credibility,by ensuring excellent service