Operations Coordinator

Role: Operations CoordinatorReports into: Senior Sales and Events ManagerLocation: LondonContract Type: Full Time, Permanent (42.5 hours per week)Who we are:Broadwick is a multifaceted international company with headquarters in London who create, develop, own and operate a diverse portfolio of spaces, events and experiences.We believe in redefining spaces and how people experience music, art, culture and recreation by breaking down the traditional barriers. Our history and heritage is deeply rooted in music, building a portfolio of 20 global festivals before selling the portfolio in 2019 to focus on our growing portfolio of spaces that includes Printworks London, Depot Mayfield Manchester, The Beams London, Exhibition London and Magazine London.Collectively we strive to push boundaries and disrupt the cultural landscape by combining big thinking, bold ideas and commercial intelligence to produce spaces and experiences for discerning audiences in inspiring locations.Our team:We are made up of people who are passionate and dedicated to creating incredible spaces for people to enjoy with a lasting impact. We are a tight knit team full of supportive, talented people who are constantly pushing forward to our next new venue or project.Our WeWork Venues:Broadwick's began their WeWork partnership in 2020 and have activated several versatile spaces for them over the years for corporate and brand events. As we head into our 6th year of partnership, we are updating our strategy and focus to their flagship building - 10 York Road in Waterloo. With four event spaces within this building including a Roof Terrace and Auditorium.What we're looking for:We are looking for an experienced and enthusiastic Operations Coordinator who is also a master planner and problem solver.This person needs to be incredibly hands-on and it's important that you are adept at building great relationships as you'll be in day-to-day contact with our fantastic clients. You'll also be responsible for ensuring the event runs in line with the spaces' policies on the day so it's essential you have a strong understanding of health & safety and facilities best practice.What you'll be responsible for:OperationsEnsuring the smooth handover of events from the sales to the operations team. Leading on all logistical planning on allocated events to ensure successful deliveryCoordination of all administrative tasks prior to each event and collecting / collating relevant paperwork and information to distribute to all relevant parties in good timeUnderstanding and implementing the spaces' operational best practice and ensuring these standards are being upheld at all times. Using this to gain quotes from approved suppliers, book staff and brief / manage on the dayUnderstanding the clients and their suppliers Risk Assessments, Method Statements, schedules, Insurance Certificates and licences to ensure all are in line with the spaces and their requirementsAttending site visits pre-contract where necessaryProducing a post-event report and schedule de-briefs for the internal event team and all relevant suppliers / clientsDelivering the highest level of customer service and being the main onsite contact to manage the running of allocated eventsAssisting in creating and developing processes and procedures for use internally, by suppliers and clients to ensure that planning and communication between all parties is smooth and effectiveMaintaining strong relations with our Landlords and other stakeholdersSupporting the day-to-day running of the spacesAssisting the line manager in identifying and leading on longer term internal projects such as building a reliable bank of freelance talent or wider SLAsAssisting the line manager in successfully devising and managing the operational launch to market of new space activations through delivering a time bound critical path to include the booking and instruction of third party suppliersAssisting line manager in collating and devising required documentation, activation budgets, compiling competitor analysis and other relevant tasksProperty ManagementEnsuring the spaces are maintained to a high standard and are fully compliant, as well as kept in a tidy and orderly fashionSupporting the Head of Operations with annual fire safety training and H&S training for staff within the buildingSupervising and overseeing suppliers, tradespeople, production and all other internal and external professionals interacting with property managementEnsuring all paperwork and documentation relating to maintenance works and compliance checks are filled out and kept up-to-dateFinanceAdding all staffing, cleaning and any miscellaneous / on-event costs to the CRM system and raising client invoices pre and post event within the agreed time frameReceiving all supplier invoices relating to the event and process for paymentSalesSupporting the sales team with advising clients regarding operational planning - including appropriate requirements for staffing and cleaning on a case by case basisWorking alongside the sales team to reconcile all event jobs post event and update the CRM system accordinglyTeamCommunicating your training needs and actively participating in your own development in line with your line manager's expectationsSupporting the line manager with operations recruitment for your team when requiredCreating a work environment that aligns with Broadwick values and principlesOtherEnsuring we are always committed to best practice and championing the correct processesCarrying out ad hoc duties when required toYou'll need to have:Minimum of one year event operations experience or an equivalent degree in areas Ability to keep calm, work under pressure and problem solve quicklyExceptional organisational and planning skillsConfidence in briefing contractors and suppliersKnowledge of industry legislations, general event licensing and documentation required pre-eventConfidence in briefing contractors and suppliersAn understanding of H&S, compliance and environmental legislation and codes of practiceA reasonable level of competency using Microsoft and Google Drive software, particularly Word, Outlook and ExcelSelf-motivation in addition to a positive and ‘can-do' attitude in order to achieve tasks efficiently and to deadlinesGood understanding and knowledge of the local event and venue industryAvailability to work late nights and weekends as and when requiredNice to haves:Relevant H&S Qualification (IOSH / NEBOSH)Personal Licence HolderFirst aid qualificationPAT Testing trainingSIA qualification