Venue Coordinator

Customer and Client Satisfaction

• Deliver a high-quality, consistent customer experience across all events
• Act as a key point of contact for clients and organisers on event days
• Proactively manage client relationships and resolve issues effectively
• Ensure all feedback and complaints are handled in line with SOPs
• Facilitate post-event feedback and continuous improvement
• Maintain visible presence during live events
• Manage client expectations and on-the-day changes professionally
Market Leadership
• Support delivery of high-profile and complex events that enhance venue reputation
• Maintain exceptional presentation and readiness of all event spaces
• Ensure events are delivered in line with brand and service expectations
• Contribute to continuous improvement of event delivery standards
• Contribute to consistent delivery of flagship and repeat business events
Preferred Employer
• Build strong working relationships across internal teams and departments
• Contribute to a positive, collaborative and high-performing team culture
• Support knowledge sharing and continuous improvement
• Demonstrate flexibility, professionalism and a proactive attitude
• Act as a positive ambassador for the Wilkins Building, demonstrating UCL's values and ways of working in all interactions
Operational Excellence
• Coordinate and manage multiple events across the Wilkins Building and external spaces
• Plan and oversee room setups with Estates, AV, Security, Cleaning and support teams
• Arrange, attend and coordinate site visits and pre-event recces with clients, organisers and internal stakeholders
• Liaise with external suppliers and contractors to ensure event requirements are understood and delivered
• Produce and manage Event Orders (BEOs)
• Ensure documentation is accurate and communicated effectively
• Monitor delivery of all event requirements
• Attend and contribute to planning meetings
• Chair meetings where required
• Ensure licensing requirements are upheld
• Maintain accurate reporting and documentation
• Act as on-the-day operational decision maker for live events
• Coordinate issue resolution during events (technical, facilities, customer-facing)
• Support operational resilience during peak periods and high attendance events
Health and Safety
• Promote and maintain a positive health and safety culture
• Ensure compliance with legislation and company policies
• Support risk assessments and safe event delivery
• Undertake fire safety training and act as Fire Marshal where required
• Work with H&S teams to ensure safe practices
• Escalate incidents promptly in line with emergency procedures
  
  High energy and resilience
• Strong decision-making under pressure
• Experience in venue or event management
• Experience delivering complex events
• Excellent communication skills
• Strong organisational skills
• Positive attitude
• Team player
• Commitment to service excellence
  
  Rate of Pay: £32,781.60 per annum
Working Pattern: 5/7, 40 hours per week, worked in accordance with business needs. Due to the operational nature of the venue, working hours will be scheduled Morning and afternoon - between 07:00/07:30 - 15:00/15:30 and 15:00/15:30 - 22:00/22:30. The role requires flexibility to work evenings and weekends. Working patterns will be arranged in line with service requirements., Working with Gather and Gather has its perks! People are at the heart of everything we do, so we've developed a range of benefits to keep you happy.
• 27 days holiday plus Public Holidays plus your birthday off & UCL closure dates off
• Fantastic (UCL-aligned) Pension scheme
• Food allowance
• Volunteering days
• Personal Development and Training opportunities - We are passionate about our team growing with us.
• Online wellbeing centre - including access to our Employee Assistance Programme, salary, recipes, exercise, and financial advice
• Family friendly support
• Regular social events
• Recognition schemes and people awards
• Long service awards
• High street discount vouchers
• Cycle to work scheme
• Discount gym Membership (campus gym)