Client Experience Events Coordinator

Pinsent Masons Llp; City of Westminster; On-site; GBP 35,000 - 50,000; Full time

Job summary

A leading law firm in the City of Westminster is seeking a Client Services professional to manage large meetings and events in their London HQ. The role requires coordination from planning to execution, ensuring a world-class experience for clients. Key responsibilities include liaising with various departments, setting up AV equipment, and meeting client needs efficiently. Candidates should have experience in events management, excellent IT skills, and the ability to manage conflicting demands. This position offers competitive benefits including annual leave and private healthcare.

Benefits

Carers’ leave

25 days annual leave entitlement

Contributory pension

Private healthcare policy

Death in service cover

Qualifications

• Experience of events management within a corporate environment.
• Technical knowledge of event space setups and presentation equipment.
• Ability to operate tools, components, and peripheral accessories.

Responsibilities

• Coordinate and plan meeting support from booking to completion.
• Set up, prepare, configure, and troubleshoot AV equipment.
• Meet and greet key clients/hosts on the day.

Skills

Excellent IT skills, including MS Office packages

Effective and intuitive communicator

Proven organisational skills

Ability to handle conflicting demands

Good knowledge of current network protocols

Education

GCSE level or equivalent, including maths and English

Tools

Booking system/events management system (Eptura Engage/Condeco)

AV hardware

Job description

Role Overview

To support and manage all elements and the end-to-end process of the firm’s large meetings and events to be held in London HQ Crown Place, from planning and coordination of all requirements, enabling business users to plan and deliver these effectively and successfully. Ensuring the large meeting and events spaces and provision of all associated services by delivering a world-class, exceptional experience that meets the needs of the firm within Crown Place, and all clients, both internal / external.

Responsibilities

• Anticipating the client needs and assisting with their requests and queries efficiently and effectively in a timely manner.
• Coordinate and plan meeting support from booking to completion, processing incoming telephone and e-mail requests for all requirements, including catering and AV requirements.
• Go-to person for key client meetings and events, offering expert knowledge and advice from inception to on the day.
• Liaison with catering, facilities, maintenance & technology services departments to ensure the smooth provision of services to the meeting rooms
• Helping coordinate training and workshop sessions to the business to drive self-management of room bookings and video conferencing for both physical and virtual meetings.
• Meet and greet key clients/hosts on the day, delivering a world class client experience – both in person and virtually via all communication tools.
• Set up, prepare, configure, test, monitor, and troubleshoot all types of AV equipment for meetings and events dealing with all technical aspects.
• Coordinate and plan meeting support for requirements, including meeting room setup, catering and AV requirements.
• Management of internal and client meeting room configurations, setting up rooms as per requirements in terms of furniture, technology, and equipment.
• Assisting external and internal clients with use of audio visual and presentation equipment (video and audio conferencing, sound systems, MS office tools, including PowerPoint within the key events spaces.
• Develop effective internal relationships, acting as the key point of contact, initially meeting and discussing all large meeting and events requirements, coordinating and planning for successful delivery, and overseeing the large meeting/event on the day.
• Assisting the business development and events team, as well as PAs, with event planning and organisation.
• Pro-actively managing workload, including deadlines and time critical tasks and activities per day/week.
• Organising and forward planning resources and services to ensure the smooth operation on the day.
• Conflict resolution for over demand and clashes of interests/requirements.
• Administrative tasks, including reconciliation of catering charges and statistical reporting.
• Adhere to all firm wide policies and procedures.
• Be conversant with the firm’s Health & Safety policy, emergency evacuation procedures and business resilience plans.
• Undertake other duties as required by the Senior AV Technician and Client Services Managers.

Relevant Experience3>

• Experience of events management within a corporate environment
• Experience of using a booking system/events management system, preferably Eptura Engage/Condeco
• Technical knowledge of event space setups, presentation, and other AV hardware.

Key Skills

• Excellent IT skills, including MS Office packages
• Effective and intuitive communicator at all levels
• Capable of establishing immediate rapport
• Ability to handle conflicting demands and/or challenging pressures for resources
• Capable of working autonomously but also operating within a team environment
• Proven organisational skills
• Ability to identify any Health & Safety risks
• Good knowledge of current network protocols, operating systems, software, and standards.
• Ability to operate tools, components, and peripheral accessories.
• Able to read and understand technical manuals, procedural documentation and user guides.
• Educated to minimum GCSE level or equivalent, including maths and English.

Here at Pinsent Masons we bring together the best people to get the job done. We’re naturally curious, constantly learning, listening, and growing. We’ll truly value your ideas. You’ll be joining an award‑winning, hardworking and commercially minded team, where you’ll have the opportunity to work with leading experts and form meaningful relationships, while making a difference. You’ll get the opportunity to be involved in varied and challenging work. Working in an open and supportive environment, to deliver outstanding results. We are a Disability Confident and top Stonewall employer, a Valuable 500 member, a founding member of the Mindful Business Charter, signatory of the Race at Work Charter and a proud partner of Neurodiversity in Law. We encourage and value different ideas and styles of thinking. It’s with different perspectives that we’ll find solutions to our clients’ most complex challenges. It’s how we’ll deliver outstanding results today, and tomorrow. We want everybody attending an interview to be comfortable and able to fully demonstrate their experience and talents.

Benefits

• Carers’ leave (up to five paid days leave towards caring responsibilities)
• 25 days annual leave entitlement and the opportunity to purchase or roll over 5 days.
• Contributory pension of up to 5%.
• Private healthcare policy
• Death in service cover (4 x base salary).
• Eligibility to apply for an interest free season ticket loan, an interest free gym membership loan and/or an interest free rental deposit loan.
• Cycle to work scheme.