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Workplace Events Coordinator

Job Title: Workplace Events Coordinator
Contract Type: Permanent
Location: London
Start Date: ASAP
Reference: SS25720
Job Published: October 23, 2018 15:19

Job Description

Reference numberSS25720RegionUKLocationLondonSub locationLondonFunctionFacilities ManagementEmployment typeFull TimeHourly Rate BandsN/ASalaried/Hourly-PaidSalaried
Interserve are currently recruiting for a Workplace Events Coordinator role to support our ever-growing BBC account, in London. The Workplace Events Coordinator is responsible for assisting with the delivery of event services within W1 Cluster, and by supporting the BBC Workplace Events Manager. Focus will be given to management of the Event areas in BH complex.

Key Accountabilities:
To be the first point of contact for all event enquiries and respond accordingly, focusing on excellent customer service
Ownership and proactive management of event bookings at the time of enquiry through to completion.
To provide a positive, professional and seamless link between the various supply partners to the event spaces the central London estate such as Security and Reception
To be proactive and foresee any potential issues or clashes events may pose on other departments.
Conduct daily event space audits and report and monitor any issues accordingly
Collaboration of W1 event space booking reports (including the use of Condecco software) onto main daily event schedule
To consistently collaborate all event bookings and information to the Workplace Events Manager and Coordinator
Create detailed floor plans, itineraries, and relevant signage to support onsite events
Maintain and continuously update monthly audits for event bookings and cancellations
Monitor event space usage daily and record guest numbers and any no-shows
Ensure the timely delivery of information for weekly and monthly reports.
Review and process all relevant documentation for potential fire alarm isolations, filming/photography permits, customer consent forms, risk assessments and method statements
Conduct pre and post event meetings where necessary, and maintain regular contact with our BBC clients to ensure that service delivery is seamless.
Monitor customer perception and satisfaction and continually review and improve customer service
To be flexible when working to very tight deadlines and follow all actions through
Effective use of IT systems as required by the job. Microsoft Office essential.
Deputising duties as necessary for the BBC Workplace Events Manager or BBC Workplace Events Coordinator and supporting them with high profile events
Responsible for FM standards and delivery through KPI's/SLA's, CATS
Responsible for adherence to Interserve processes and procedures
Undertake first line technical support for events.
Understand local departmental business continuity plan and provide support where required
Ensure opportunities for additional works are realised.
To maintain good working knowledge of contract scope.
Other duties that may be required and which are considered by the line manager to be consistent with the level and the general responsibilities of the post
Health & Safety
Undertake regular health & safety inspections and housekeeping tours
Maintain a safe working environment within the areas of responsibility
Ensure compliance with the permit to work system
Participate in incident management
Ensure health and safety and environmental standards are met
Maintain a good working knowledge of relevant health and safety legislation
Systems & Procedures
To maintain good working knowledge of the relevant areas
Monitoring work orders to ensure compliance to KPI’s
Effective use of other systems as required by the job relevant BBC work order monitoring systems to support the ‘One Team’ ethos
Effective management of event room booking systems
Relevant experience in a facilities, hospitality role or customer service environment
Demonstrate experience in dealing with customer service and exhibit key skills within this area
Sound problem solving ability
Excellent organisational skills
Attention to detail and precision
Strong communication skills (oral and written).
Strong team player with a passionate customer service
Excellent influencing skills.
Customer focused.
PC literate i.e. Microsoft systems.
Diplomacy and flexibility
Good health and safety knowledge
Commercial understanding
Willingness to learn new systems and procedures.
Ability to work on own initiative and under pressure.
Able to work out of normal working hours (occasionally)
Knowledge of the BBC's and Interserve’s organisational structures and services provided by both.
Possess an FM, Hospitality or Events Management qualification or equivalent - (NVQ Level 2-3)
Experience of event management and customer service
IOSH certificate standard or higher 

Interserve's vision is to redefine the future for people and places. We are one of the world's foremost support services and construction companies, operating in the public and private sectors in the UK and internationally. We offer advice, design, construction, equipment, facilities management and front-line public services. Interserve is based in the UK and is listed in the FTSE 250 index. We have gross revenue of £3.1 billion and a workforce of over 75,000 people worldwide.