Events Co-ordinator

VONNE (Voluntary Organisations' Network North East); North East; On-site; GBP 27,000; Part time

Job summary

A local arts organization is seeking an Events Coordinator to enhance its event services. This role involves managing bookings, planning events, and ensuring customer satisfaction while promoting the venue's offerings. Ideal candidates will have strong organizational skills, experience in event management, and excellent communication abilities.

Qualifications

• Experience in a similar role within a multifunctional organization.
• Excellent time management and organizational skills.
• Good written and verbal communication skills.

Responsibilities

• Act as first point of contact for enquiries and bookings.
• Build relationships with clients to maximize sales opportunities.
• Manage event logistics and ensure all booking information is updated.

Skills

Time management

Organizational skills

Communication skills

Tools

Microsoft Office

OneDrive

Job description

Contract Type: Permanent

Role Type: Employment

Hours: Part time

Application deadline: Monday, August 4, 2025 - 23:59

Based: South Tyneside

Salary: £27,000 Per Annum

Salary Type: Fixed Salary

Location: Tyne and Wear

Role description: Administration

30 hours per week, weekend and evening work will be required.

Salary Circa £27,000 (pro rata), depending upon experience.

Main Purpose of the Role

The Events Coordinator is a key member of The Customs House, responsible for generating income by driving sales, developing our networks, and building relationships with the customers, companies and artists who use our meeting, event, theatre, studio and rehearsal spaces.

Every week we welcome a range of customers for parties, gatherings, training courses, conferences, awards ceremonies, rehearsals, classes and community and not-for-profit groups. This is a great opportunity for an organised and proactive individual to join a busy working venue, assisting with enquiries and bookings, and the planning and management of events up to and on the day.

Key Responsibilities

Enquiries & Bookings

• Act as first point of contact, responding to incoming calls and emails in a clear, accurate and professional manner.
• Provide client quotes and manage bookings for rehearsal spaces, studio theatre, theatre, function rooms, ensuring clients are dealt with promptly and professionally.
• Give venue tours to potential hirers, answering their queries and upselling the venue and its associated in-house services.
• Build relationships with new and existing clients, in order to obtain repeat business and maximise sales opportunities.
• Create and maintain a database of enquirers, pulling reports and analysis as needed.
  
  

Event Planning & Delivery

• Establish operational requirements for hires and events, including furniture, technical services, equipment, catering and staffing, liaising with internal departments to facilitate requests.
• Ensure that all booking information and requirements are updated on Yesplan (The Customs House’s event management system) and on finance systems.
• Complete event briefing forms in advance of a hire or event, and brief Duty Management and Welcome Teams as needed.
• Ensure that Risk Assessment forms are completed where relevant.
• Where necessary, provide on-the-ground event support.
  
  

Administration

• Keep the Events finance tracker up to date.
• Work with the Finance team to raise invoices and manage deposits and payments.
• Support the team with financial reconciliation, reporting and debtors’ processes.
• Issue venue hire contracts and invoices to clients.
• Conduct fortnightly chasing and cleansing of the room bookings system.
• Provide regular reports and analysis on business and progress against targets.
  
  

Other

• Hold responsibility for keeping the hires pages on the website up to date.
• Undertake marketing and communications activity designed to promote the department’s services.
• Build credibility and good working relationships with colleagues across the organisation.
• Act as an ambassador for The Customs House providing the highest levels of customer service.
• Any other duties as may be reasonably required.
  
  

PERSON SPECIFICATION

Essential

Demonstrable experience of working in similar role within a multifunctional organisation.

• Excellent time management and organisational skills, with the ability to multitask, prioritise and problem-solve.
• Excellent written and verbal communication skills, including confident telephone manner.
• Ability to self-motivate, use own initiative and maintain meticulous attention to detail.
• Excellent team working and interpersonal skills, with the ability to build effective relationships with a wide range of people.
• Resilient, able to work calmly under pressure in a target-driven environment.
• IT-literate and proficient in using Microsoft Office, Outlook and OneDrive.
• Positive, proactive and professional attitude.
• Flexible and adaptable approach to day-to-day workload.
  
  

Desirable

• Demonstrable administrative experience, ideally in an arts setting.
• Proven event management experience, ideally in an arts setting.
• Experience working in a busy office or venue, and managing a complex and varied workload.
• Good understanding of financial reporting.
  
  

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