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Job Summary
The Events Coordinator plays a key role in ensuring the seamless execution of all client events onsite at the London office. This role requires daily presence to coordinate logistics, manage client interactions, and oversee event setups in real-time. Acting as the first point of contact for event enquiries and requests, the Events Coordinator manages the day-to-day coordination of event logistics, setups, and client communications, working collaboratively with the Events Manager, Events Operations Assistant, and operational teams to deliver exceptional event experiences.
This role is accountable for coordinating event lifecycles from initial client briefing through to post-event evaluation, managing vendor relationships, ensuring health and safety compliance, and maintaining high standards of service delivery. The Events Coordinator serves as a vital link between the Events Manager, clients, and operational staff, ensuring clear communication and efficient execution.
Job Responsibilities
Event Coordination & Setup
- Serve as the onsite first point of contact for all client events, creating, managing, and reconciling event briefs and details
- Develop detailed event briefs, setup requirements, and operational plans based on client needs and event objectives
- Communicate setup requirements, room layouts, timelines, and event specifications to the Events Operations Assistant and operational teams
- Coordinate all event logistics, materials, deliveries, and operational requirements prior to event execution
- Conduct pre-event walkthroughs and final checks to ensure setup requirements have been delivered in line with client expectations
- Oversee event readiness and act as the escalation point for setup-related issues
- Arrange pre-event meetings with clients to understand their requirements and ensure expectations are met
- Oversee and maintain event space bookings through the shared Outlook calendar, ensuring seamless scheduling and conflict resolution
- Coordinate venue setup requirements and communicate expectations to the Events Operations Assistant and operational teams
- Review event setup and food presentation standards to ensure alignment with client requirements
- Monitor event delivery and provide operational guidance and support as required
- Responsible for adding tickets in the calendar and closing Corrigo jobs
- Put together catering menus and place orders for clients based on their requirements
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Client & Customer Experience
- Act as the primary point of contact for all client event requests from initial enquiry through to post-event feedback
- Conduct client consultations and planning meetings to understand objectives, expectations, and requirements
- Provide event recommendations and guidance to clients based on operational feasibility and budget considerations
- Ensure clients receive exceptional service at every touchpoint
Internal Communication & Support
- Act as a liaison between the Events Manager, clients, and operational staff, ensuring clear communication and efficient execution of tasks
- Support key internal events and coordinate with cross-functional teams
- Work alongside Chamberlaine porters and housekeepers for event setup and execution
- Provide regular updates to the Events Manager on event status and any issues
- Maintain daily physical presence to ensure seamless coordination between teams and quick response to operational needs
Vendor & Supplier Coordination
- Source and manage external vendors, catering providers, entertainment suppliers, and event partners
- Obtain quotes and proposals in line with event requirements and budget expectations
- Confirm bookings, contracts, and service requirements with suppliers
- Ensure vendors receive all event information, timelines, access requirements, and operational expectations prior to event delivery
- Review and maintain vendor documentation, including insurance certificates, RAMS, and compliance records
- Manage supplier performance and maintain strong vendor relationships
- Escalate supplier concerns or performance issues to the Events Manager where required
Health & Safety
- Review and validate RAMS, insurance certificates, allergen information, hygiene records, and compliance documentation prior to event approval
- Ensure all required Health & Safety documentation is complete and approved before vendors are permitted onsite
- Liaise with vendors and operational teams to resolve compliance issues prior to event delivery
- Maintain accurate Health & Safety and compliance records
- Support the Events Manager in maintaining compliance with site policies, food safety regulations, and event standards
- Ensure Health & Safety requirements are communicated to all vendors and operational teams
- Escalate compliance concerns to the Events Manager as required
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Problem Solving & Operational Improvements
- Resolve operational issues related to event services, including janitorial, parking, furnishings, and equipment concerns
- Act collaboratively to solve problems and resolve spontaneous situations with professionalism and service orientation
- Proactively identify process improvements to enhance event delivery and client satisfaction
- Report any IT issues to the Events Manager
Administrative & Diary Management
- Own and manage the Events Team mailbox, ensuring all event enquiries are responded to within agreed service levels
- Manage the event planning calendar, event records, and shared Outlook bookings, ensuring accurate scheduling and conflict resolution
- Support the Events Team with diary management, meeting room reservations, and general event administration
- Produce and maintain event reports, trackers, budget updates, and monthly reporting requirements
- Maintain event documentation, planning tools, operational records, and event files
- Track event consumables spend and budgets, reporting variances and updates to the Events Manager
- Coordinate weekly operational briefings with the Events Operations Assistant and supporting teams to review upcoming event requirements, timelines, and staffing needs
- Assist with general administrative tasks related to event planning and execution
Invoicing
- Manage event invoicing processes and maintain accurate financial records
- Track event spend against approved budgets and report variances to the Events Manager
- Support invoice reconciliation and payment follow-up activities
- Maintain event budget trackers and financial documentation
- Monitor alcohol stock records and report variances to the Events Manager
Additional Responsibilities
- Inspect and maintain equipment, ensuring it is in good condition post-event
- Offer support for guests, visitors, and employees during events
- Monitor and support smooth operations across all event activities
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Skills
Event Coordination
Logistics Management
Client Relationship Management
Vendor Management
Budget Tracking
Health & Safety Compliance
Stakeholder Communication
Calendar Management
Invoicing
Operational Planning
Problem Solving
Administrative Support
Location