Operational Support Coordinator - Events

OPERATIONAL SUPPORT COORDINATOR - EVENTS
CRUMLIN
PERMANENT - PART TIME
£28-30K PRO RATA - NEGOTIABLE DEPENDING ON EXPERIENCE

Operational support for our events involves widespread organisation and coordination to ensure everything runs smoothly. Pro-active, detail-oriented and able to work independently, you will be a strong team-player who can work and communicate effectively. No two days are the same in this fast-paced environment, but this is a snapshot of where your support will make the difference:

Logistics and Supplier Management:

1. Book and confirm event details, including dates, times, space requirements.
2. Coordinate venue facilities, e.g. electrics / furniture / floor covering etc.
3. Organise and coordinate movement of materials, equipment, and supplies to the production site or event venue.
4. Communicate with third-party suppliers (caterers, decorators, A/V companies, furniture rental companies, etc.) to confirm contracts and ensure timely delivery of services.
5. Manage communications with suppliers, contractors, and service providers to ensure all event requirements are met.
6. Track orders, deliveries, and installations - ensuring everything is in place, on time.
7. Transport and accommodation logistics for production and supervisory staff across the UK, Europe and beyond.
8. Ongoing care to ensure the venue meets clients' technical and spatial requirements.
9. Ensure the event complies with all health and safety regulations.

Admin / Accounts support:

1. Maintain records of invoices, contracts, H&S and related documentation.
2. Assist with budget tracking, inventory management, and cost control.
3. Provide active support to senior management to streamline procurement and accounting processes.
4. Support to embed new Xero software into the business.

Communication:

1. Work with the team to achieve schedule.
2. Serve as a point of contact for staff, addressing any issues or requests.
3. Facilitate resolution of any technical failures, delays or complaints with a calm, pragmatic approach.
4. Work closely with Directors to provide timely solutions and minimise disruptions.
5. Maintain clear communication between the team in a fast-paced environment.
6. Ensure that information / instructions are conveyed efficiently.

Client Experience:

1. Ensure clients have a seamless experience by being transparent, approachable and resourceful.
2. Provide the best possible level of client service to meet their needs, our needs, and secure repeat business.

Skills, qualities and experience:

1. Experience of working in a professional support role is preferred. However, attitude is everything!
2. Organisational Skills: Ability to juggle multiple tasks and timelines, ensuring nothing is overlooked.
3. Attention to Detail: Precision in ensuring all logistics and schedules are correctly followed.
4. Problem-Solving: Quickly identifying and addressing issues or unexpected challenges.
5. Communication: Clear and effective communication with all stakeholders.
6. Adaptability: The ability to adjust and respond to changing circumstances.
7. Customer Service Focus: Providing a positive and seamless experience.
8. Teamwork: Collaborating effectively with various teams, vendors, and stakeholders.

Hours:
Part time Flexible 20-24 hours per week to cover a minimum of three days. To be discussed as interview.

Salary:
From £28k (pro rata) depending on experience.