Events Co-ordinator

Serco Limited

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, coordination of 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 of all legislative and legal requirements.

The Co-ordinator will also seek to grow revenue through usage of the venue from local , local schools and other special interest groups. Use by local charities to benefit the community would also be an area of focus.

Main responsibilities of the role include:

• Cultivate good relationships with current clients who use the venue to grow awareness and usage. Also develop venue awareness and usage by the local community within the likes of local charities, small businesses, schools and other special interest groups
• Venue promotion work with the Marketing team to prepare initial launch collateral to support the Event & Venue Co-ordinator promoting the venue among local small businesses, charities, schools and special interest group market
• Propose new ideas and ways to make maximum use of the space and to 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 fulfil catering needs for training delegates, including meal orders, dietary requirements and refreshment setups.
• Venue Presentation: Ensure the basic 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 enquiries.
• 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 room and audio-visual equipment and ensure all presentation technology is functioning property for training sessions, including TV screens, microphones, speakers etc.
• Stationery Coordination: Maintain an inventory of stationery supplies, ensuring availability for training delegates and staff and organising materials needed for sessions (e.g. printing of materials in advance).
• 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 as such the post holder will be expected to be adaptable.

What you’ll need to do the role: Essential:

Innovation: Brings ideas forward and if approved implement to get the maximum use of the building whilst at the same time deliver as much revenue as possible to cover the cost base

Additional / Special features of the role:

• The role requires self-starter attitude as the person will work alone most of the time.
• Have a real 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