Commercial Events Co-ordinator

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Gunnersbury Park and Museum

Full job description
Overview

Job Title: Commercial Events Operation Coordinator

Hours: 37.5 hrs/week, over 7 days. evenings/weekends/bank holidays required

Location: Gunnersbury Park Museum. Working from home and flexible working can be requested in line with organisational policy.

Salary: £29k p/a + Benefits

Responsible to: Commercial Events Operations Manager

Annual leave: 25 days + bank holidays

Role Description:

The Commercial Events Coordinator is responsible for providing administrative and operational support for a range of commercial events, weddings, corporate events and filming projects at Gunnersbury Park and Museum. You will provide the highest levels of service and health and safety standards for the benefit of our clients, their guests, suppliers, colleagues, the building and its collections.

As Commercial Events Coordinator you’ll take the lead on delivering operational administration of weddings, corporate events, small outdoor events and venue hires and work with our outsourced caterers and other contractors to ensure a first-class customer experience. You’ll also be working with our outsourced film contractors to enable the delivery of commercial filming and photo shoots across the Estate. Excellent communication and relationship-building skills are a key part of the role, as you’ll be liaising with clients, contractors, suppliers and staff. You’ll be a health and safety champion and ensure a safe and welcoming environment for everyone. There is real variety to this role and an opportunity to work across all areas of the estate.

Main duties and activities

Organisational & Administrative:

Manage the delivery of weddings, corporate events and photoshoots. This includes managing all suppliers, internal and external stakeholders and contracted staff at the events.
To be the main point of contact for a client prior to their event taking place and manage their event operationally.
To operationally lead on the delivery of filming projects from the planning stages, with support from the Commercial Events Operations Manager, to facilitating site visits and taking the role of venue location manager, overseeing the film crew during the shoot.
To maintain timely communications with clients throughout the event planning process from contract signature to ensure that the event runs smoothly on the day and requirements are met, maintaining accurate records.
To compile appropriate, accurate information in the form of function sheets to aid staff to deliver events and functions to meet the expectations of the client
To build and maintain excellent relationships with suppliers and other stakeholders
To effectively manage a stock of equipment and consumables required for events and functions
To ensure the Event Team’s storage facilities are kept tidy and that equipment is easily accessible when required
Maintaining an up-to-date equipment inventory, ensuring all items of equipment are accounted for and are in good working order
To prepare reports and pass to Commercial Events Operations Manager as directed
To ensure that all events and functions are planned and delivered safely and abide by Health and Safety polices, making sure that all necessary documentation such as Risk Assessments and Method Statements, HACCP, and insurance documentation is completed and recorded appropriately
To ensure all venue policies and premises licence conditions are adhered to
To actively seek post event client feedback, ensuring this is used to address issues, improve the service
Liaise with contractors relating to future events and answer general queries from the sales team.
Event and Function Delivery:

To organise and deliver a range of events and functions to external clients including room/venue hire, weddings, small commercial outdoor events and corporate hire, providing exceptional customer service throughout the process
To organise and deliver a range of events and functions on behalf of internal staff within the organisation, and charge back accordingly
To work with and oversee external caterers and other contractors to ensure all events and functions run smoothly
To work with our external film booking contractor to organise film/photo shoots, ensuring rooms are clean and set-up prior to hire, returned to their standard layout post-hire and any damage or missing equipment is reported to the contractor and financial reparations are billed to the hirer
To ensure that rooms and furniture are set up in a timely manner, all equipment is tested prior to events and rooms are reset following events
To conduct pre and post event checks, ensuring any damage to fixtures, fittings or equipment is reported straight away to the Head of Commercial and follow up action is taken
Act as Incident Manager when on duty for events, being responsible for the safety of guests and key contact for incident management.
To ensure all food hygiene regulations and procedures are followed and special diets and allergens are clearly labelled
Financial Duties:

To keep detailed records of goods or services delivered, or other commercial activity to enable the appropriate charges and invoices to be compiled
To ensure that Gunnersbury’s Financial Procedures are adhered to at all times
Other:

To deputise for the Commercial Events Operations Manager as required
To provide cover support to answer enquiries in a timely manner for the Commercial Sales team
To provide administrative support for the Head of Commercial for outdoor events and data reporting, as required
To attend meetings and undertake training as required
To be a key holder and assist the Visitor Experience team in opening up/locking down the building/s pre and post event
To report defects in a timely manner ensuring that spaces are clean, tidy and ready for operational use
To follow and comply with all health and safety, emergency and fire safety procedures and assist during emergency situations
To undertake any other duties appropriate for the grade and responsibilities of the post that may from time to time be reasonably requested
To demonstrate a flexible approach to work to accommodate business need, including evenings, weekends and bank holidays
The role description is liable to change as the role and structure of the group changes to respond to key priorities and objectives. In addition to this, this role will involve frequent evening/weekend working as events take place in the museum.

Person specification

Requirements Candidates/post holders will be expected to demonstrate the following

Essential – E

Desirable – D

Qualifications and Experience:

At least 1 year’s experience of managing a variety of events including weddings, corporate events and private parties, ideally with a heritage venue. – E

First Aider or willingness to train to acquire – E

Experience of data entry and use of a client database or booking system – E

Experience of working with diverse audiences – E

An excellent role model who promotes high standards of probity, integrity and honesty – E

Experience of managing stock levels, stock security and placing orders with suppliers – E

Previous experience of emergency and evacuation procedures – E

Experience of working in a heritage environment – D

Knowledge, Skills & Abilities:

Ability to work with initiative both independently and as part of a team, collaborating across teams as necessary – E

Ability and desire to work flexibly, including evenings, weekends and bank holidays – E

Strong literacy and numeracy skills and the ability to analyse data and produce reports, with excellent attention to detail and proficiency is Microsoft 365 (Office) – E

Able to stay calm under pressure and in emergency situations, with strong problem-solving skills – E

Excellent listening skills, approachable, responds positively to change and new challenges – E

Good working knowledge of basic Health & Safety procedures, including food hygiene regulations – E

Desire to work for a charitable organisation – D