Event Operations Supervisor

Job Description

King’s Venues is the event support department for KCL and sits within Estates and Facilities, its purpose is to assist faculties, departments, students and external clients to realise their event requirements and to communicate these to our in-house service providers to deliver the clients requirements.



The postholder will ensure clients receive the highest possible quality of customer service and a high standard of relationship management as a leading venue in the meeting, conferencing, catering and events market.



The post holder will be responsible for ensuring a seamless handover of client bookings from the Events Operations team.



Working with a diverse client base of mainly internal clients, the post holder will manage the coordination of all aspects of their event on the day including catering, AV, room set up, security, virtual and online events etc and liaising with service providers across our campuses to ensure that the event runs smoothly, and all aspects are delivered to a world class standard.



The post holder will require a high level of written and spoken communication dealing with a wide-ranging client base.



There may be events in the evening and weekends that may require you to provide event support, so flexibility of working hours is essential.



The post holder may manage a team of “student ambassadors” who have various responsibilities including representing the department



 



Interviews will be held on Tuesday 30th May



Qualifications

Educated to degree level or equivilant



Essential criteria




  1. Excellent written and spoken English

  2. Computer literate and able to use standard Events software

  3. Excellent organization and planning skills

  4. Ability to prioritise workloads as appropriate

  5. Understanding of Health & Safety regulations

  6. Strong interpersonal skills

  7. Strong customer service focus

  8. Ability to think on your feet and problem solves as problems occur

  9. Staff supervision



Desirable criteria




  1. Experience of working in the Higher Education sector

  2. Hospitality/Event Management/Tourism degree or equivalent



Skills

Key responsibilities




  • Managing and delivering an effective and proactive event service spanning across a wide range of event types.

  • Obtain an expert knowledge of College venues and services to be able to assist customers.

  • Undertaking financial transactions on the day of the event for additional requirements according to the Colleges financial regulations.

  • Hosting weekly event operational meetings for each campus and ensuring that all service providers are aware of events going ahead.

  • Hosting weekly meetings with the AV team to ensure that the clients requirements are flagged and feeding back any known issues to the department.

  • Hold regular review meetings with the event management team to preempt on upcoming events.

  • Provide a detailed summary to clients and service providers of the event requirements on the day prior to the event and in a format that is easy to follow.

  • Create event orders to present to clients and provide necessary signage for the day of the event.

  • To ensure all services for events are checked for correct catering, event set up, equipment, AV and campus operations requirements as per the event order.

  • To coordinate and assist where needed on event set up’s.

  • Be the contact for the event organiser on the day and to respond promptly and accurately to clients requests.

  • To engage with event organiser on the day of the event to ensure their requirements requested are up-to-date and correct.

  • Liaising with catering, AV and campus operation’s on daily events to ensure the exact requirements are agreed and to action on any changes and update daily change log to be passed the events operations department.

  • Manage quantitative feedback on events carried out on campus.

  • Develop and maintain successful business relationships with clients and service providers.

  • Assist when necessary the allocation for casual ad hoc staffing requirements to support with the event delivery.

  • Brief any student ambassadors if required.

  • Identify areas where efficiencies could be undertaken and processes streamlined.

  • Follow up and report details of any service/equipment failure to the Events Manager.

  • To work flexibly in accordance with the operational needs of the department with a can-do attitude.

  • Support with King’s Venues activities across King’s College London.



The above list of responsibilities may not be exhaustive, and the post holder will be required to undertake such tasks and responsibilities as may reasonably be expected within the scope and grading of the post.

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