Events Co-ordinator
Caledonian Sleeper: Perth
Permanent, Part Time, 17.5 hours
Competitive salary plus benefits
Caledonian Sleeper has a great opportunity for an Events Co-ordinator to join the team in Perth.
In the role of Events Co-ordinator, you will serve as the primary point of contact for meeting and training delegates at our in-house venue in Perth. This role is pivotal in ensuring a welcoming environment, coordinating logistics, and maintaining the highest standards of service and facility presentation.
As the first point of contact for meeting and training delegates, the Co-ordinator enhances the overall experience by facilitating smooth operations, coordinating venue bookings, working with finance on invoicing, and ensuring that all catering and technical needs are met.
This person will also ensure the health and safety of everyone using the site, which will include delegate briefings and checks on the venue regarding all legislative and legal requirements.
The Co-ordinator will also seek to grow revenue through usage of the venue from local schools and other special interest groups. Use by local charities to benefit the community would also be a focus.
Main responsibilities of the role include:
* Cultivate good relationships with current clients who use the venue to grow awareness and usage. Develop venue awareness and usage by the local community, including local charities, small businesses, schools, and other special interest groups.
* Work with the Marketing team to prepare initial launch collateral to support the Event & Venue Co-ordinator in promoting the venue among local small businesses, charities, schools, and special interest groups.
* Propose new ideas and ways to maximize the use of the space and cover the operating costs.
* Ensure all policies for usage and charges are adhered to and provide a monthly report of usage, financial performance, and business development.
* Ensure contracts are in place and all terms and conditions are adhered to.
* Catering Fulfilment: Coordinate and fulfill catering needs for training delegates, including meal orders, dietary requirements, and refreshment setups.
* Venue Presentation: Ensure the cleanliness and presentation of the training venue before and after meetings, including setup and breakdown of rooms.
* Diary Coordination: Coordinate diaries for bookings, scheduling, and confirming training sessions and meeting room reservations.
* Financial Administration: Ensure the deposit of meeting catering and process invoicing for all services, liaising with the finance team regarding invoicing, payments, and billing inquiries.
* Facilities Checks: Conduct regular facilities checks, including fire safety testing and legionella checks, reporting any issues promptly.
* Stock Management: Perform stock counting and ordering for supplies, ensuring adequate inventory levels for catering and facility needs.
* Technical Liaison: Liaise with CSL IT Function and technical suppliers to ensure reliable Wi-Fi and other technical setups are in place for clients.
* Equipment & Room Setup: Set up meeting rooms and audio-visual equipment, ensuring all presentation technology is functioning properly for training sessions.
* Stationery Coordination: Maintain an inventory of stationery supplies, ensuring availability for training delegates and staff, and organizing materials needed for sessions.
* Final Checks: Conduct final checks of the training venues to ensure readiness for events and address any last-minute requirements.
* Deep Cleaning and Maintenance: Oversee deep cleaning and regular maintenance of the facility, ensuring all equipment is in good working order and meets quality standards.
Responsibilities may change as the business evolves, and the post holder will be expected to be adaptable.
What you'll need to do the role:
Essential:
Customer Service/Communication: Proactive approach to client contacts and excellent interpersonal and communication skills with a focus on providing outstanding customer service and the ability to create solid business from sales leads.
Innovation: Bring ideas forward and, if approved, implement them to maximize the use of the building while delivering as much revenue as possible to cover the cost base.
Organisational Skills: Strong organizational abilities to manage multiple tasks and priorities effectively.
Technical Proficiency: Familiarity with basic IT and AV equipment, with the ability to troubleshoot common technical issues.
Attention to Detail: Meticulous attention to detail regarding booking information, venue presentation, invoicing, and catering requirements.
Problem-Solving: Proactive approach to identifying issues and implementing solutions.
Additional / Special features of the role:
* The role requires a self-starter attitude as the person will work alone most of the time.
* Ability to multi-skill to make the best use of the working day.
* The role may require flexibility in working hours to accommodate training sessions and events.
* The ability to influence and sell the benefits of the venue to the local community.
* This position plays a vital role in creating a positive training environment, contributing to the overall success of CSL training programs.
What we offer:
* Competitive salary
* 25 days annual leave plus bank holidays
* Contributory pension scheme
* Free Scotland-wide rail travel with ScotRail for the employee and eligible family members
* Allocation of complimentary tickets each year for Caledonian Sleeper travel
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