Reporting directly to the Senior Facilities Manager, the Events Coordinator will provide exceptional customer service to both internal & external customers. The right person will provide the first impression our visitors have of Clients events and therefore, they will need to be on the ball in any situation; providing a lasting and unique memorable experience that makes our customers feel welcome, comfortable and brings our Client brand to life.
Additionally, this role will support workplace operations including mail and shipping duties, ensuring seamless daily operations across all touchpoints. This person will need to work collectively as a team and show a passionate understanding of our guests' needs and requirements, striving to exceed expectations wherever possible, in true Client fashion.
Site Responsibilities
- Events, Meeting Rooms & all hospitality spaces must be presentable and ‘show ready’ at all times, whether set for use or reset as per the Audible design
- Execute and plan all requests across all Events & Hospitality functions (including but not limited to Events, Meeting Room bookings, Guest Services, etc.)
- Follow processes correctly for all deliveries & catering
- Support workplace operations
- Adhere to local legislative and Client H&S protocols
- Support catering as required, executing a high level of creative design where possible
- Have a deep understanding of dietary allergens & intolerances, being able to use this knowledge if asked from employees/guests
- Ensure vendor equipment is kept organised and is returned in the same condition as when it is delivered to Audible (where required)
- Back of house operations are maintained in a presentable & organised manner at all times (ie. storage spaces, lift spaces, pantry areas etc)
- Ensure furniture moves and resets are carried out as required, this involves a high demand of lifting & shifting heavy items, including equipment & furniture
- Manage last minute/urgent requests in a timely manner and problem solve challenges as required
- Execution of required tasks as per the Events requirements
- Ensuring maintenance issues are logged and ticketing system and escalated as appropriate
- Be proactive in communicating to the Team/Client and helping to find solutions when needed
- Ensure hands on training is applied, particularly to ensure Audible property is cared for and maintained as much as possible (ie. furniture, equipment)
- Be a key player in the Audible ERT program, responding to emergencies on behalf of Audible and the Workplace Services team
- Ensure a high level of customer service is given by the whole team at all times
- Flexible approach to demand and working hours (possibly involving evenings and weekends)
Key relationships
- Work closely with the respective teams on a daily basis
- Establish a solid relationship with the key stakeholders
- Daily contact with potential and existing customers, it is vitally important that the right impression of Audible is expressed at all times
- Daily contact with Client employees at all levels, it is important that we offer the same high level of customer services to them as we do to all guests
- Regular contact with external vendors
- Work closely with the Janitorial team on the ground, ensuring spaces are clean & tidy