Event Coordination

• Manage the full end-to-end bookings process, ensuring optimal use of all event spaces.
• Oversee event logistics including catering, technology requirements, room layouts, and any additional services.
• Work closely with Reception, Hospitality, IT, and Workplace teams to ensure flawless execution.
• Prepare daily/weekly briefings and schedules, ensuring all service delivery teams are aligned and informed.
• Support hybrid meeting setups, coordinating with IT for virtual components where required.
• Duty manage all events in person to assist and coordinate, be the face of the firm and provide an exceptional lasting impression of the firm.
• The role involves daily manual handling tasks, such as lifting, moving, and setting up equipment, furniture and materials. The successful candidate must be physically capable of carrying out these duties safely and in accordance with health and safety regulations.

Operational Excellence

• Maintain accurate booking records using the firm’s scheduling tools and databases.
• Monitor event space utilisation, tracking data and producing management reports.
• Working with the Guest Experience and Hospitality Managers to Identify opportunities for improved efficiencies in service delivery across the touch points of client journey.
• Ensure event spaces are consistently presented to high standards.
• Assist with the development and implementation of service procedures and best-practice guidelines.
• Reconcile costs of services and support budget monitoring where relevant.
• Making sure the relevant St James Operations Manual, occupiers’ procedures, phone database is up to date.
• Where appropriate, reporting of accidents or incidents.
• To be “in post” ready to greet at allocated time.
• To maintain good working relationships with colleagues.
• Manage difficult calls and/or distressed callers in a calm and professional manner.
• Adhering to St James policies and procedures, code of conduct and to be fully conversant with the emergency procedures in relation to Health & Safety issues.
• Any other duties as deemed necessary to support the client, customer, colleagues and St James.

Knowledge, skills & experience

Essential

• Proven experience in meeting and event coordination, hospitality, or workplace services within a professional or corporate environment.
• Exceptional customer service skills with a genuine passion for delivering outstanding client experiences.
• Strong organisational abilities and the capacity to manage multiple tasks simultaneously.
• High attention to detail and a proactive problem-solver.
• Strong communication and relationship-building skills.
• Confident user of booking systems, scheduling tools, and Microsoft Office.
• Professional, polished, and confident when dealing with senior stakeholders and clients.
• Highly organised and client-focused to support the delivery of exceptional workplace experiences.
• Calm under pressure, with a positive and solutions-orientated mindset. Ability to work in a fast-paced environment and flexible according to the business needs.
• Proactive, adaptable, and comfortable working in a fast-paced environment.
• A team player who thrives in a collaborative, service-driven culture.
• Excellent punctuality, approachable leader with a can-do attitude.
• Excellent command of the English language, both verbal and written.
• Exceptional interpersonal skills, flexible to work with a range of styles and personalities and according to business demands.

Preferable

• Experience in a professional services firm (legal, financial, consultancy, etc.).
• Knowledge of hybrid meeting solutions and AV/IT support.
• Experience coordinating VIP visits or high-profile meetings and events.