Events Co-ordinatorCaledonian Sleeper: PerthPermanent, Part Time, 17.5 hoursCompetitive salary plus benefitsCaledonian Sleeper has a great opportunity for an Events Co-ordinator to join the team in Perth. In this role, you will serve as the primary point of contact for meeting and training delegates at our in-house venue in Perth. This role is pivotal in ensuring a welcoming environment, coordinating logistics, and maintaining the highest standards of service and facility presentation.As the first point of contact for meeting and training delegates, you will enhance the overall experience by facilitating smooth operations, coordinating venue bookings, working with finance on invoicing, and ensuring that all catering and technical needs are met. You will also ensure the health and safety of everyone using the site, which includes delegate briefings and checks on the venue for all legislative and legal requirements.The Co-ordinator will seek to grow revenue through usage of the venue from local schools and other special interest groups, including local charities to benefit the community.Main responsibilities of the role include:Cultivate good relationships with current clients and develop venue awareness and usage by the local community, including local charities, small businesses, schools, and other special interest groups.Work with the Marketing team to prepare initial launch collateral to support the Event & Venue Co-ordinator in promoting the venue.Propose new ideas to maximize the use of the space and cover operating costs.Ensure adherence to all policies for usage and charges and provide a monthly report of usage, financial performance, and business development.Ensure contracts are in place and all terms and conditions are adhered to.Catering Fulfilment: Coordinate and fulfil catering needs for training delegates, including meal orders, dietary requirements, and refreshment setups.Venue Presentation: Ensure cleanliness and presentation of the training venue before and after meetings, including setup and breakdown of rooms.Diary Coordination: Coordinate bookings, scheduling, and confirming training sessions and meeting room reservations.Financial Administration: Ensure deposit of meeting catering and process invoicing for all services, liaising with the finance team regarding invoicing, payments, and billing enquiries.Facilities Checks: Conduct regular facilities checks, including fire safety testing and legionella checks, reporting any issues promptly.Stock Management: Perform stock counting and ordering for supplies, ensuring adequate inventory levels for catering and facility needs.Technical Liaison: Liaise with CSL IT Function and technical suppliers to ensure reliable Wi-Fi and other technical setups are in place for clients.Equipment & Room Setup: Set up meeting room and audio-visual equipment, ensuring all presentation technology is functioning properly for training sessions.Stationery Coordination: Maintain an inventory of stationery supplies for training delegates and staff, organizing materials needed for sessions.Final Checks: Conduct final checks of the training venues to ensure readiness for events and address any last-minute requirements.Deep Cleaning and Maintenance: Oversee deep cleaning and regular maintenance of the facility, ensuring all equipment is in good working order.Responsibilities may change as the business evolves, and the post holder will be expected to be adaptable.What you’ll need to do the role:Essential:Customer Service/Communication: Proactive approach to client contacts and excellent interpersonal skills with a focus on outstanding customer service.Innovation: Bring ideas forward and implement them to maximize the use of the building while delivering revenue.Organisational Skills: Strong skills to manage multiple tasks and priorities effectively.Technical Proficiency: Familiarity with basic IT and AV equipment, with troubleshooting abilities.Attention to Detail: Meticulous attention to detail regarding booking information and venue presentation.Problem-Solving: Proactive approach to identifying issues and implementing solutions.Additional / Special features of the role:The role requires a self-starter attitude as the person will work alone most of the time.Ability to multi-skill to make the best use of the working day.Flexibility in working hours to accommodate training sessions and events.Ability to influence and sell the benefits of the venue to the local community.This position plays a vital role in creating a positive training environment.What we offer:25 days annual leave plus bank holidaysContributory pension schemeFree Scotland wide rail travel with ScotRail for the employee and eligible family membersAllocation of complimentary tickets each year for Caledonian Sleeper travelPlease click on the apply button to complete your application. Occasionally we receive a large volume of applications, and when that happens, we may bring the closing date forward, so please apply promptly to avoid disappointment.At Caledonian Sleeper Limited, we are committed to building a diverse and inclusive organization that supports the needs of all and matches the diverse profile of our guests. We encourage applications from all if you feel you match the skill requirements of the role.
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