Events Coordinator - 6 month FTC

HR Dept
£22,000 dependent on experience
10 Apr 2018
08 May 2018
Contract Type
Full Time

Events Coordinator - 6 month FTC

We are a market-leading provider of outsourced HR advice and guidance to small businesses across the UK, Ireland and Australia. These services are delivered via our network of franchisees, all highly-qualified and experienced HR professionals.

We now have over 60 franchisees running businesses in 100 different territories across the country and we have big plans to grow further in 2018.

We have a requirement for an experienced Events Coordinator to join our business on a 6 month fixed term contract (FTC) to oversee the coordination of events we deliver to our network of franchisees.

You will be responsible for every aspect of the event, from determining initial requirements all the way through to final delivery ensuring that all delegates have a positive experience and that the events themselves are run efficiently and effectively.

This is a hugely important role working with people from across the business as well as a number of external partners and requires excellent organisation skills, relationship management ability, strong communication skills, a keen eye for detail and most importantly of all, a genuine passion for delivering successful events.

You will be joining a team of 10 dedicated and enthusiastic individuals in our Central Office based in Bristol, each with their own areas of expertise, to help support our network of franchisees. 

This is a fast-paced, varied and demanding role with great rewards for achieving excellence.

Purpose of role:

To oversee the coordination of events delivered to our network of franchisees.

To be responsible for every aspect of the event, from initial requirement to final delivery

To manage the efficient and effective coordination of each event, keeping delegates happy and well-informed throughout

To ensure events are delivered to budget and within timescale.

To be the key point of liaison in the team for any events queries, both internally and externally.

Main Duties:

- Project manage the delivery of The HR Dept’s events, inclusive but not exhaustive of:

- National Conference

- Regional meetings

- Training events

- Other ad-hoc events

- Manage and maintain a working relationship with all related suppliers e.g. vendors and venue

- Oversee the design and implantation of the National Conference Plan and delegate duties accordingly

- Demonstrate a strong awareness of our venues and our vendor offerings

- Plan event aspects, such as location, workshops, dining arrangements

- Be the main point of contact for any queries relating to events

- Promote the events internally and externally

- Coordinate external partners, including workshop hosts, sponsors and guest speakers

- Stay within budget while planning event specifications

- Work with finance manager to ensure invoices are issued and payments collected in a timely manner

- Manage and oversee events on the day including problem-solving, welcoming guests, directing event set-up, communicating with staff and organising vendors

- Anticipate and plan for different scenarios

Key skills and abilities:

- Communication: the Events Coordinator will talk to delegates and all third parties, listening to their needs and presenting ideas and solutions to their requirements. Customer service and interpersonal skills are essential throughout.

- Computer skills: you will need excellent IT skills to communicate, plan, budget and organise events.

- Negotiation skills: you will need negotiation skills to work out prices with third parties.

- Organisation: as the Event Coordinator you will need to stay focused and organised throughout the entire process to ensure the smooth delivery on the day.

- Problem-solving skills: inevitably, something will go wrong at an event. Being able to quickly solve the issue is required.

- Prioritisation: able to multiple events at once

- Calm under pressure: the Events Coordinator will need to remain calm during any potential mishaps and the high pressure of an event in progress.

Qualifications required for this role:

Degree level education and/or demonstrable track record of high performance in a similar role

Strong numeracy, literacy and IT skills

An excellent telephone manner