Events Coordinator - Maternity Cover

We are recruiting an Events Coordinator to join the Rapport team to cover maternity on fixed term contact 9 to 12 months.

The Events Co-ordinator will be one of two coordinators responsible for supporting both the employee internal and client events that take place at our clients London signature office.

This is a highly visible role focused on the successful delivery of our event program. This role will require a passion for teamwork and coordination across teams, a focus on customer-service above all else, and a keen sense of detail and organization, and excellent communication skills both verbal and written.

You will deliver events as well as serve as the key point of contact for employees that are coordinating them. You will work alongside a small team planning multiple events at the same time for key customers within the firm whilst working with multiple stakeholders and building vendors whilst conducting the pre-planning required to organise the event and the successful delivery of the event on the day.

The event desk is open between the hours of 07:30 – 18:00 Mon to Fri.

You will be required to work on a rotational basis covering a 40-hour week whilst working both the early and late shifts. This is a 9-12 month fixed term contract.

In conjunction with the other members of the London Front of House Team, overtime will be required to support the out of hours events.

Main Responsibilities

• Serve as the key contact and liaise between the event organiser, the global events team, multi-media, catering, facilities, health & safety, and other building vendors such as security, engineering, and janitorial.
• You will be required to have a strong customer service focus and ability to deal with enquiries and queries in a pro-active, positive, and efficient manner whilst ensuring a high degree of customer satisfaction at all times.
• Coordinate the planning and delivery of all aspects for events, taking ownership for each event from the initial enquiry and availability through to the delivery and follow up of all bookings within the timescales required.
• Proactively look at ways to improve the events process to better support the firm.
• Report any issues or challenges to the Front of House management team in a timely manner and ensure that all issues are logged for future review.
• Responsible for the setting up of the different furniture layouts required and their capacities for each event space. This includes knowing what furniture is available on site and what will need to be ordered from an external vendor.
• Responsible for providing the updates for the events guidelines document to ensure it is current.
• Organize and/or attend daily meeting to review event orders and ensure last minute changes are communicated to the appropriate departments.
• Responsible for ensuring the event is operated within the firm’s health & safety requirements. Escalate any issues quickly to minimise any risks from occurring.
• Responsible for supervising all requirements including menus, furniture set ups, visitor management, health & safety, deliveries, marketing initiatives, and security.

The ideal candidate will

• Share our Rapport values: Create Rapport, Be Brilliant, Innovative Spirit, Walk Tall and Stronger Together
• Be an upbeat individual with integrity and a can-do attitude.
• Have passion for delivering outstanding service.
• Exhibit strong communication skills for effective client management.
• Motivate and develop team members to reach their potential.
• Make quick decisions and resolve service issues efficiently.
• Show attention to detail and possess excellent organisational skills.
• Be flexible and reliable, adapting to changing business needs.
• Build strong relationships with stakeholders.
• Be committed to fostering a positive team environment.
• Ideally, have at least 1 year of experience in a similar role.

Some of our benefits include:

• Exclusive travel discounts with TUI, Expedia, Booking.com and many more.
• Save money on your groceries with discounts on Tesco, Sainsbury’s, Morrisons and other major brands.
• A wide range of offers dedicated to improving your personal finances for a more secure future, including life assurance cover.
• Regular emails filled with the best discounts and savings available.
• Receive cash rewards every time you spend and use them on a wide range of brands.
• Financial rewards - for recommending your friends and family and/or even when you bring new business to us (legitimate qualified sales leads).
• Contributory pension scheme.
• Access to wellness programs to promote the mental health and well-being of our Ambassadors.
• Employee Assistance Program to guide and support our team members.
• Quick access for you and your immediate family to a Digital GP, and wider healthcare benefits.
• Learning & development opportunities to support your personal and professional development and growth.
• WOW Awards to celebrate our brilliant Ambassadors nominated for their exceptional service by our guests and clients.
• One Paid Day for Charity Work.

Why Rapport?

Our people come first, and we are committed to developing you and offering a number of fantastic professional and personal development opportunities. We have a suite of over 50 training workshops and a number of Leadership programmes to support you with your development and career progression within Rapport.

We are committed to equality of opportunity and inclusion within the workplace, and we celebrate everyone’s differences and diverse backgrounds. We have created a number of Employee Networks as part of our “Be Yourself at Rapport” programme, to create a safe space for our Ambassadors to connect and collaborate, ensuring we champion diversity and inclusion in all that we do.

Our Ambassadors’ mental and physical wellbeing is very important to us, and we continue to have a real focus on providing the varied support and initiatives for our teams to get involved in.

Rapport is also a Disability Confident Employer, and we have a number of partnerships with external organisations providing job opportunities within the company for people with special educational needs and disabilities.

About the Company

Rapport is an award winning, specialist company that provides corporate organisations with a range of fully managed front and back of house guest services. Our tailored services are provided to clients in all major cities in the UK and Ireland and in key locations in the US and Hong Kong.

We are very proud to count some of the UK’s most forward-thinking, blue-chip companies as our clients, from small boutique firms to large multi-site international corporations, all with a common goal to provide excellent Customer Service.

Our most prestigious awards include:

• In the 2021 ‘Best Companies to work for’ awards, Rapport was recognised as being the Best Company to Work for in the U.K. Business Services Sector, Rapport was recognised as the second Best (Large) Company to Work for in the UK and third Best Company to Work for in London (all categories and company sizes).
• We were awarded three stars from ‘Best Companies’, their ultimate accolade, in 2021 signifying a ‘World Class’ company.
• Top 30 Best Places to Work in Hospitality in 2021 winner.
• Excellence in Diversity & Inclusion at HR in Hospitality Awards 2019.

Rapport is a part of Compass Group UK & Ireland, a FTSE 100 company. Please visit our website, www.rapportservice.com, for further information and before applying to learn more about Rapport and our clients.

We will contact applicants within 5-7 workings days. Rapport job adverts always gain a high response rate, but we do review all applications. Please check your inbox and your junk/spam folder for our response to your application. Due to high application volumes, we recommend that you do not apply for more than one role at any time. Please ensure you apply for the role that best matches your experience.