Purpose of Role
The Event Co-ordinator will be the first point of contact in ensuring that each event is successful. You will bring imagination, warmth, and a passion for people. Every interaction will be an opportunity to create a memorable moment by demonstrating that great events aren't just organised, they're crafted, felt and experienced. Through regular review of digital data you will anticipate daily needs, visitors, weather etc., working closely with the FOH team to engage with visitors signing in digitally and escort them to the designated area, demonstrating the amenities available during their stay. The event delivery will be energised by creativity, making everyone feel welcome and supported.
Job objectives and responsibilities
* Create unforgettable first impressions - You and the front of house team will be the welcoming face of our organisation and events spaces, greeting staff, delegates, partners and visitors with confidence, warmth, and genuine care. You\'ll set the tone for their entire experience.
* Design experiences, not just events - From room layouts to signage to the flow of the day, you\'ll bring creativity and attention to detail to every element. You\'ll ensure each space feels polished, inspiring, and ready for success.
* Bring order, calm, and magic to busy days - You\'ll manage bookings, coordinate catering, refresh rooms, and keep everything running smoothly behind the scenes. Your organisation will be the quiet engine that keeps the whole experience seamless.
* Be the go-to support for meeting hosts and delegates - Work with AV technicians, set up room changes, or last-minute needs; you\'ll be the person people trust to make things happen quickly, calmly, and with a smile.
* Collaborate with a team who shares your passion - You\'ll work closely with front of house, catering, cleaning, maintenance, and workplace teams to ensure the environment is always at its best. Together, you\'ll create a space people love to be in.
* Champion continuous improvement - You\'ll bring fresh ideas, challenge the ordinary, and look for new ways to elevate the experience. Your creativity will help shape the future of our event spaces.
* Champion Safety - To ensure a safe and security-aware environment, ensuring security processes are in line with client expectations and are adhered to.
Administration
* Administration of the events calendar, ensuring that each booking contains full details and that incomplete details are followed through.
* Ensuring that where appropriate bookings are charged for through Vodafone\'s systems/procedures.
* Ensuring that where appropriate any catering is charged for through Mitie\'s systems/procedures.
* To produce detailed reports on the use/utilisation of the centre.
Accounting
* Ensure the correct recharging/billing of those who book the centre for both the centre use and any ancillary services used e.g. catering, audio visual requirements.
* Ensure the suppliers of ancillary services are paid correctly.
Main duties
* The post holder will take complete ownership for the experience encountered by the users, ensuring that all elements on their journey including the physical environment are provided to a 5-star standard.
* Ensure the event spaces are well presented to the highest standard by carrying out daily audits, reporting any defects and ensuring that appropriate service lines resolve these.
* To ensure the event spaces are prepared, set up to the booking requirement and ready to receive trainers and delegates.
* To ensure that catering is set out prior to delegates\' arrival and appropriate breaks times, ensuring this is well presented, with menus, signage and appropriate dietary information.
* To provide a meet and greet service for trainer and delegates, showing them to their rooms and facilities.
* To act as first line support for audio visual equipment within the centre, contacting secondary support should the post holder be unable to resolve issues.
* Drive a personal working style that supports the effective delivery of service in a multi-supplier service team and adopts and promotes the ONE Team approach, ensuring all service delivery teams provide high levels of service. Work with cleaners and maintenance teams to ensure the centre is maintained to a high standard.
* Taking initiative to continually improve services to all users.
* Carry out audits to ensure the fabric and services are well presented and are in good working order. Any issues identified should be highlighted to our helpdesk and the post holder will be expected to work with our service partners to ensure prompt resolution of the issues.
* Ensure the Senior Workplace Manager who will have overall responsibility for all floors within The Speechmark is kept apprised of all that is happening within this floor, escalating any issues to the CEM as required.
* In the event of evacuation to act as Fire Warden for the floor.
* Attend KPI / 1Team / Community briefings accordingly.
* To comply with the Uniform and Personal Presentation Policy.
* To be flexible in approach to work requirements in order to maintain the standards required as a MITIE Client Services employee.
* Whilst this position is based in The Speechmark, Southwark the post holder must be prepared to travel to other locations particularly for training which may be based in various parts of the country (mainly Newbury & Paddington).
Person Specification
* Essential
* At least 2 years\' experience in a premium customer-facing role (events, hospitality, hotel, reception, or similar).
* A natural people-person with exceptional interpersonal and communication skills.
* Creative, innovative, and always looking for ways to improve the experience.
* Highly organised with strong attention to detail.
* A team player who is confident, enthusiastic, and proactive.
* Immaculate personal presentation.
* Comfortable with Microsoft Office and quick to learn new systems.
* Passionate about delivering outstanding service.
* Excellent communication skills both verbal and written.
* Who You Are
* You\'re someone who:
* Loves working with people and naturally builds rapport
* Brings creativity and flair to everything you do
* Thrives in beautifully presented, well-organised environments
* Stays calm, positive, and solution-focused - even on busy days
* Has an eye for detail and a passion for high standards
* Communicates clearly and confidently
* Enjoys variety and takes pride in delivering exceptional service
* Is proactive, enthusiastic, and always looking for ways to improve
* Experience in hospitality, events, hotels, or premium customer service is ideal but what matters most is your attitude, energy, and commitment to creating great experiences.
* Desirable
* Experience in events management or coordination.
* First aid qualification (or willingness to obtain one).
Health and Safety responsibilities
* Follow Group and company policies and procedures at all times;
* Report any apparent deficiencies in systems of work or equipment provided that may result in failure of service delivery or risk to health and safety or the environment;
* Use all work equipment and personal PPE properly and in accordance with training received;
* Report any issues or training needs to your Line manager and /or via your divisional incident reporting system
Note: This description is based on the provided content and may be subject to further refinement to meet all formatting guidelines.
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