Reports to: Event Manager
Location: Hammersmith, London (hybrid working), with periodic travel to our warehouse in Brentford, West London
Contract: Permanent, Full-time
Salary: £31,000 - £35,000 per annum, including London weighting (depending on experience)
The Company:
Outsourced Events is a multi-award-winning event and marketing agency, delivering bespoke, end-to-end solutions for global clients across the technology and professional services sectors. Based in London and working internationally, we specialise in planning and executing outstanding events, tradeshows and exhibitions that combine creativity, precision and seamless delivery.
We’re a collaborative and adaptable team, motivated by excellence and the desire to deliver meaningful experiences for our clients.
The Opportunity:We are seeking a proactive, highly organised Senior Event Operations & Inventory Coordinator to join our growing team. This is a key operational role that underpins the delivery of events across the UK and EMEA, with a strong focus on administration, logistics, client coordination and inventory management.
Working closely with Event Managers, suppliers, venues, clients and both our UK and EU warehouse teams, you will ensure that all operational and stock-related processes are completed accurately, efficiently and on time.
This is a predominantly office-based role in Hammersmith, with periodic travel to our Brentford warehouse to support inventory checks, shipments and logistics. It is ideal for someone who thrives in a structured, fast-paced environment and enjoys working across multiple concurrent tasks.
Key responsibilities include:
* Provide weekly updates to clients on event tasks and overall project progress.
* Attend regular online client meetings and maintain strong, professional relationships.
* Manage communication between clients, suppliers and venues to ensure timely fulfilment of requirements.
* Source and liaise with suppliers across the UK and EMEA for merchandise, branding, gifting, AV and print needs.
* Source and book venues for small events, restaurant bookings and other ad hoc client requests.
* Raise quotes, process invoices and support budget reconciliation alongside the Finance team.
* Prepare and maintain sales orders and purchase orders, ensuring accurate financial tracking throughout.
* Support the management of contract signing and payment processes on behalf of clients.
* Order event merchandise and collateral, ensuring accurate tracking through the OE inventory system.
* Coordinate shipping and logistics with UK and EU warehouses, including understanding deadlines, processes and return procedures.
* Visit the Brentford warehouse periodically to support stock checks, logistics preparation and inventory tasks.
* Maintain accurate stock records, ensuring all information is updated and communicated clearly to internal stakeholders and clients.
The Person:We are looking for a confident, organised and enthusiastic events or operations professional who thrives in a structured, fast-paced environment and takes pride in delivering exceptional service and accurate logistical support.
This role is ideal for an experienced Event Executive, Event Coordinator, Administrator or Operations/Logistics professional, or for someone from a venue or hospitality background looking to step into a senior coordination and inventory-focused role.
Essential qualities and experience:
* Proven experience in events, logistics, operations or administration, ideally with supplier liaison or inventory management responsibilities.
* Strong communication skills with a client-focused mindset.
* Exceptional attention to detail and a methodical, process-driven approach.
* Ability to manage multiple tasks, deadlines and priorities simultaneously.
* Comfortable taking responsibility and working proactively to resolve issues.
* Highly organised with excellent time-management skills.
* Strong proficiency in Microsoft Office, particularly PowerPoint.
* Ability to summarise information clearly, logically and in line with brand guidelines.
* A committed, hardworking team player with a desire to learn.
* Excellent command of written and spoken English.
Desirable:
* Fluency in an additional language would be an advantage, especially languages spoken across Europe or the Middle East.
Why join us?In return, we are offering a competitive salary of £31,000 to £35,000 per annum, depending on experience, plus 25 days’ holiday plus bank holidays, pension scheme and a hybrid working environment.
You will also benefit from:
* Team activities including a residential 2-day company meet-up, summer BBQ, quarterly all-team meet-ups and regular organised social activities.
* Executive Training Programme to ensure you are upskilled.
* Birthday day off.
* Mental Health Day off.
* Complimentary access to the office gym.
We are committed to building an inclusive workplace that values equity, diversity and the unique contributions of every team member.
If this role speaks to your experience and ambition, we’d love to hear from you. Early applications are strongly encouraged as we will begin screening and interviewing candidates as soon as suitable applications are received, and may close the advert ahead of the stated deadline.
Closing date for applications: Monday 5th January
We plan to run first-stage video interviews during w/c 15th December, ahead of the Christmas break, where possible.