Events Coordinator

1 week ago

London UK, UK, United Kingdom Knotel Full time

Company Overview:

Knotel is a pioneering flexible workspace provider, redefining how businesses approach workspaces and real estate. With a commitment to service and tailored solutions, we are at the forefront of the future of work. Our Workclubs combine dynamic environments, hospitality, cutting-edge technology, and a collaborative ethos to create unique spaces that provide for all sessions in your working day.


In 2023 we grew the Old Sessions House Workclub into the workspace of choice for London businesses looking for a space that makes them stand out. Offering a Workclub during the week which supports businesses and their employees, and a high end event space in the evenings and weekends, we maximize the yield of the 22,000 sqft Old Sessions House in Clerkenwell.


Position Overview:

The Events Coordinator for Knotel at Old Sessions House will play a crucial role in leading and managing the external event schedule at Old Sessions House, our corporate members club business. You will be responsible for overseeing the execution and delivery of a variety of events, ranging from conferences, dinner parties and celebrations for 10 people right up to 400. They will depend on you for attention to detail, having the foresight to spot possible problem areas in events and being an expert problem solver under pressure, allowing for smooth events that wow our customers. The ideal candidate will possess exceptional organizational skills, strong attention to detail, and the ability to multitask in a fast-paced, high-end environment.


Key Responsibilities:

  • Collaborate with the events team to coordinate external events and provide a world class level of service with smooth operational execution ranging from hosting company offsides or supporting in a full house production.
  • Lead with a troubleshooting mindset. If an unexpected issue arises, you will be the point of contact for solving it and ensuring the customer's event continues to run smoothly.
  • Coordinate with internal departments to ensure proper setup, staffing, and support for each event. Ensure external services inclusive, cleaning, security and furniture removal are organized and booked.
  • Communicate effectively with the customer in order to capture and execute on their needs as best as possible.
  • Invoice and ensure deposits and payments are made in a timely manner.
  • Create detailed and accurate event function sheets to ensure cross functional teams have visibility around expectations and event timeframes. Accountable to ensuring cross functional teams are aware of support needed for seamless execution.
  • Oversee event execution from start to finish. Working closely with the back of house team to ensure the house is reset to a high standard post event.
  • Provide post-event evaluations, analyzing feedback from members and staff, and external clients, and identifying areas for improvement.
  • Conduct house tours with all prospective clients.
  • Work with the events team to track all events enquiries on the CRM board daily.


Qualifications:

  • Bachelor's degree in Hospitality Management, Event Planning, or a related field is preferred.
  • Proven experience (2+ years) in event coordinating preferably in a high-end hospitality, members club, or luxury hotel environment.
  • Strong knowledge of event planning principles, including logistics, vendor management, and on-site coordination.
  • You thrive when hosting people.
  • Excellent organizational and time management skills, with the ability to handle multiple projects simultaneously while maintaining attention to detail.
  • Exceptional interpersonal and communication skills, with the ability to interact effectively with members, staff, and external partners.
  • Strong problem-solving skills and the ability to handle unforeseen circumstances with grace and professionalism.
  • Must have flexibility to work regular evenings, weekends, and holidays as required by the event schedule.
  • Knowledge of health and safety regulations and risk management practices related to events.


Benefits:

  • Competitive salary and benefits package.
  • Opportunities for professional growth and development.
  • A dynamic and collaborative work environment.
  • Access to networking events and industry-related activities.
  • The chance to be part of a vibrant and innovative company.

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