Events Coordinator

Invictus Group Ltd ,
Whitchurch Hill, Oxfordshire
More Details
Job Type: Full-time

Overview

ROLE: Events Coordinator LOCATION: Pangbourne CONCEPT: Reporting to the Soft Services Manager, you will assist in this operational role by developing, implementing and coordinating Pangbourne events. Liaise between the FM Workplace Solutions and businesses across the BP Pangbourne site. Maintain a key link between BP Communications and supply partners. Supporting the wider operational teams through defined processes and developing action plans for improvement. Identify non-conformance issues and implementing necessary processes/procedures to effectively deliver a safe and compliant service to our customer. RESPONSIBILITIES AND KEY ACCOUNTABILITIES: Booking and management of ad-hoc business and executive Townhall Management of internally arranged events that are held on site Booking and management of supplier markets Booking and management of shopping markets Booking and management of exhibitions Providing health and safety guidance for external production companies and photographers Holding key relationship with Pangbourne Communications Manager to assist with delivery of Pangbourne Communications strategy Support with write up of site Risk Assessments Provide timely and accurate management information and report for use by the CSM. Enhance service delivery through best practice and the effective use of systems and equipment. Perform administrative tasks in support of the account. Support CSM with finance admin RFS, PO’s and FMIS Provide all services in a prompt, efficient and professional manner to both internal and external customers Embrace and utilise technology to capture and facilitate improvements. Build on continuous Improvement: Identify, justify and implement new processes and procedures that improve operational outcomes while optimising costs. Engaging with Pangbourne-based businesses and functions in service of providing effective site events to reach a broad audience base (approximately 400 employees across all group businesses and functions, at all levels) The post-holder must be able to engage successfully at all levels from new starters through to Group leaders Coordinating third party suppliers (Facilicom, Aramark, Wilson James, Swiss Post) Time management and dealing with pressure - this requires flexibility in planning due to changing work priorities and conflicting agendas HEALTH & SAFETY: Work within the requirements of the BP / CBRE GWS Health & Safety policy, ensuring that all non-conformances and opportunities for improvement are reported to the Facilities Management Team Good understanding of near Miss reporting/unsafe acts and conditions. Identify report and follow up faults, defects, complaints and potential hazards Job Description PERSONAL: Adaptable to change Commitment to the company & CUSTOMER success Creative and effective reaction to operational issues A self-starter capable of taking the initiative in response to changing circumstances An articulate and confident communicator Skills / Qualifications & Experience: At least 2 years’ experience of working within a customer service environment At least 1 years event management experience Knowledge and experience of events and meeting booking management in a high profile environment A good working knowledge of IT Microsoft applications i.e. Word, Excel, PowerPoint Demonstrate good communication and presentation skills. You will need the ability to plan and prioritise Have strong organisational skills, for records management etc Understanding the requirements to deliver the highest level of customer service with excellent attention to detail, communication and people skills and the ability to operate in a confident, polite and approachable manner A demonstrable understanding of the FM operation and management of a range of services. Flexibility may be required within your working hours to accommodate the operation. Ability to provide services to the highest specification Ability to build strong working relationships. Ability to motivate self and others, excellent time management and organisational skills. For further information or to discuss your application please contact Joanne at The InVictus Group

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