Convene

Event Coordinator

Posted 2 Days Ago

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London, Greater London, England

Entry level

London, Greater London, England

Entry level

The Event Coordinator will provide registration and welcome services while acting as a client liaison. Responsibilities include handling customer inquiries and complaints, maintaining venue tidiness, and managing event and office administration. Additional duties involve client follow-up for future bookings, preparing operational documents, and assisting in sales-related tasks.

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Please note: candidate must currently reside in the UK and be able to work in the UK without sponsorship.

To provide a professional registration and welcome service throughout the day and act as client liaison for all trainers and delegates. To co-ordinate and collate all relevant forthcoming events information and maintain exceptional customer service, whilst providing general administrative support to the venue team.

What You’ll Do:

Client Services

To provide a helpful morning registration service, welcoming and registering clients, trainers and delegates.
To give an introduction of the building to all trainers, distribute evaluation forms and direct/escort them to their rooms.
To have a strong visible presence throughout the venue and assist clients with any general requests such as photocopying, faxing, ordering taxis and any other reasonable requests
To handle customer complaints
To communicate customer comments and compliments to the venue team
To ensure reception is kept tidy throughout the day, including updating marketing materials, making sure they are displayed correctly and to company standard.
To build relationships with trainers and delegates alike ensuring all client preferences are recorded and recognised with the aim of giving exceptional client care.

Event and Office Administration

To follow up with clients to gain information for forthcoming bookings
To correctly produce the weekly operational rota on time
To attend and lead the weekly rota meetings in preparation for the following week and review feedback received
To lead daily rota/operations meetings to discuss final preparations for the current/following day
To ensure that all information is communicated concisely to the catering and facilities teams
To ensure all changes to events are recorded fro invoicing purposes.
To answer the phone, sort out the post, take and deliver messages to staff and clients and order stationary.
To compile delegate lists, prepare room and notice board signs, collect and distribute evaluation forms
Input evaluation form info into in-house database
Check and update venue information as required

Sales

To assist with availability enquires and chasing of provisionally held bookings
To follow up new enquiries ensuring brochures have been sent out and have been received by clients as requested
To assist with the preparation of sales invoices
To ensure cross-selling of other venues and services takes place at every opportunity.

What We Look For:

Administration Management:

System Knowledge (EBMS) to ensure correct management of clients requirements and invoicing

Client management:

Delivering excellent client relations to ensure client satisfaction

Operational knowledge:

To have a thorough understanding of room set ups and venue logistics

Team work:

Build and maintain excellent team relationships to deliver the best service

Who We Are:

Convene is a premium hospitality company that designs and operates meeting, event, flexible office, and membership spaces. With a network of 38 locations across nine cities in the U.S. and UK, Convene thoughtfully combines beautiful yet intuitive design, fully-integrated technology services, and a warm and welcoming environment to create a turnkey solution for extraordinary meeting and work experiences. Founded in 2009 with the goal of bringing hospitality and lifestyle into traditional commercial real estate assets, Convene partners with the industry’s top landlords to deliver increased value to their assets and premium experiences to their tenants. The company counts Hudson’s Bay Company, Ares, and RXR Realty among its investors and has been named one of America’s 100 Most Promising Companies by Forbes and a Best Workplace by Inc. magazine, Fortune magazine, and Built In. Learn more at https://convene.com/

We’re Here For You:

Health and Wellness

Private medical insurance
Subsidised eye care
Subsidised fitness membership
Employee Assistance Program: well-being support and personal advice programme

Time Off and Work-Life Balance

25 days annual leave plus bank holidays, and company sick pay
Financial Support and Benefits
Bonus scheme
Interest-free loan for rail season tickets & further education
Subsidised bicycle purchase through Cycle to Work scheme

Professional Development and Recognition

Continuous professional and personal development support
Employee recognition and reward programs to mark achievements and milestones

Community and Impact

Opportunities to volunteer, donate, and participate in community give-back initiatives
The opportunity to have a significant impact on your team and the business in the work that you do

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