Space & Service Coordinator

FIRST; München; Vor Ort; EUR 42.000 - 54.000; Vollzeit

Benefits dieser Stelle

Wellness Stipend

Headspace access

EAP

Global opportunities

Zusammenfassung

FIRST is seeking a Space & Service Coordinator to support multiple campuses and events. You will coordinate room bookings, assign event managers, and maintain centralized intake for physical and digital events in the region, representing the FIRST brand on-site at a major tech company.

The role suits someone with entry-level experience aiming to grow in the events industry, requiring excellent organization, strong communication, and fluency in English and German.

Qualifikationen

• Experience working cross-functionally with all levels of stakeholders in a fast-paced environment.
• Creative problem solver, resourceful, team player.
• Adaptability to situations and ever-changing demands.
• Highly organized with the ability to handle multiple tasks to meet strict deadlines.
• Excellent time management and multi-tasking skills.
• Ambitious and proactive with a calm and flexible approach to handling pressure.
• Experience working on large and complex databases.
• Must be fluent in English & German.

Aufgaben

• Handle multiple campuses event requests and assign event/meeting rooms to best optimize space.
• Assign team members (Event Managers and Event Service Specialists) to all digital and physical event requests.
• Responsible for managing the centralized intake queue for all physical and digital events within the region.
• Review each request to determine level of support needed and assign accordingly.
• Ensure appropriate updated calendar and information is available for all meeting and event requests.
• Solicit all appropriate information required for the approval process.
• Maintain up-to-date communications and pertinent information, including but not limited to approved changes applied to the group and documented conversations with Event Hosts, Event Team Leads and Event Managers.
• Monitor cancellations, room usage, and room availability to maximize revenues and client/guest satisfaction.
• Audit all assigned space and open space so that Event Leads can best communicate to business units.
• Communicate effectively and in a timely manner to the internal events team any information received that could impact the performance of each group.
• Seek new ways to make the intake processes more efficient.
• Contribute to reports on event volume, team capacity and general event data.

Kenntnisse

Cross-functional collaboration

Organizational skills

Time management

Problem solving

Multitasking

Adaptability

Communication

English language

German language

Jobbeschreibung

FIRST is a leading global brand experience agency providing Content, Creative, Digital Technology, Management & Delivery, and Data & Insights services. For 30 years, we have utilized three flexible delivery models: Embedded teams, Corporate Campus operations, and a Full-Service Agency.

Managing over 37,000 events & projects annually across 110 countries, FIRST serves 130+ brands, specializing in Fortune 500 companies within the Financial Services, Technology, Healthcare, Media, and Professional Services sectors. FIRST is part of the broader Encore family of companies. Encore is a global leader in event production and technology.

Consistently recognized for excellence, recent honors include 2026 Chief Marketer Agency of the Year, the Ad Net Zero Award for sustainability, and more.

TheSpace & Service Coordinator will consistently deliver exceptional service to our client through excellent operational and logistical facilities management. Along with other FIRST team members, the Space & Service Coordinator will represent the FIRST brand on-site within a well-known tech company. This role is ideal for someone with entry-level experience wanting more exposure to the events industry.

Your Contributions

• Handle multiple campuses event requests and assign event/meeting rooms to best optimize space
• Assign team members (Event Managers and Event Service Specialists) to all digital and physical event requests
• Responsible for managing the centralized intake queue for all physical and digital events within the region
• Review each request to determine level of support needed and assign accordingly
• Ensure appropriate updated calendar and information is available for all meeting and event requests
• Solicit all appropriate information required for the approval process
• Maintain up-to-date communications and pertinent information, including but not limited to approved changes applied to the group and documented conversations with Event Hosts, Event Team Leads and Event Managers
• Monitor cancellations, room usage, and room availability to maximize revenues and client/guest satisfaction
• Audit all assigned space and open space so that Event Leads can best communicate to business units
• Communicate effectively and in a timely manner to the internal events team any information received that could impact the performance of each group
  • Seek new ways to make the intake processes more efficient
  • Contribute to reports on event volume, team capacity and general event data

What We Are Looking For

• Experience working cross-functionally with all levels of stakeholders in a fast-paced environment
• Creative problem solver, resourceful, team player
• Adaptability to situations and ever-changing demands
• Highly organized with the ability to handle multiple tasks to meet strict deadlines
• Excellent time management and multi-tasking skills
• Ambitious and proactive with a calm and flexible approach to handling pressure
• Experience working on large and complex databases
• Must be fluent in English & German
• This role will be assigned to a primary location but will require flexibility to be deployed to support across the campus as required

At FIRST, we believe that the passion, creativity, and commitment of our teams drive our success. That's why we offer a range of benefits and perks to support your personal and professional growth

• Wellness Stipend
• Complimentary access to Headspace, Rocket Lawyer & Maven
• Employee Assistance Program (EAP)
• Global Opportunities: With a presence in 7 countries worldwide, including headquarters in London, New York, and Singapore, you may have the opportunity to work on exciting projects across different locations.

#LI-onsite #LI-TS1

FIRST is an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. FIRST is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions are based on business needs, job requirements and individual qualifications without regard to race, color, religion or belief, national, social or ethnic origin, sex (including pregnancy), age, physical, mental or sensory disability, sexual orientation, gender identity and/or expression, marital, civil union or domestic partnership status, past or present military service, family medical history or genetic information, family or parental status, or any other status protected by the laws or regulations in the locations where we operate. We stand firm: FIRST will not tolerate discrimination or harassment based on any of these characteristics. If any candidate feels that they are unable to meet the requirements of the role, please get in touch to discuss adjustments or other suitable roles.