Hospitality & Event Coordinator

Convene; London; On-site; GBP 25,000 - 35,000; Full time

Job summary

Convene is seeking a Hospitality & Event Coordinator to enhance guest experiences and support event operations. The role involves effective communication, problem-solving, and collaboration across departments, ensuring high standards of service and organization. Ideal candidates will thrive in a dynamic environment and possess the flexibility to meet diverse needs.

Benefits

Employee Assistance Program

25 days annual leave plus bank holidays

Interest-free loans for rail season tickets

Subsidized bicycle purchase via Cycle to Work

Ongoing professional development support

Recognition and reward programs

Community initiatives participation

Qualifications

• Must reside in the UK and work without sponsorship.
• Ability to work long hours when required.
• Stamina to stand, sit, or walk for extended periods.

Responsibilities

• Support various aspects of meetings and offerings.
• Communicate effectively with clients and employees.
• Assist with service execution and setup during events.

Skills

Effective communication skills

Flexibility

Physical ability to move objects up to 25 pounds

Basic knowledge of Audio/Visual equipment setup

Job description

We're seeking a Hospitality & Event Coordinator to join our Operations team. The Hospitality Coordinator will report directly to the Venue Manager.

Note: The candidate must currently reside in the UK and be able to work in the UK without sponsorship.

What You’ll Do:

The Hospitality & Event Coordinator supports various aspects of meetings and offerings at a dedicated location in line with Convene’s vision, mission, and values, including our core principles.

1. Communicate effectively via verbal and written correspondence with all levels of employees and clients, exhibiting GRIT in all interactions.
2. Work dynamically and prioritize departmental functions to meet deadlines.
3. Approach all encounters with guests and employees in an attentive, friendly, courteous, and service-oriented manner.
4. Enter and input visitors.
5. Handle problem-solving and requests at the desk.
6. Liaise with the Operations Team and WP-Members; assist with Robin (Room Booking) reservations, catering orders, building requests (badges, tickets, work orders), sorting/delivering mail & packages, and onboarding new WP-Members.
7. Lead show rounds when applicable.
8. Assist with service execution, including setup, breakdown, and support during peak periods.
9. Coordinate setup and execution of functions with Service, Production, Technology, Customer Success, and Culinary departments.
10. Maintain a clean and organized Welcome Desk; responsible for badge printing and stocking materials.
11. Keep the coat room tidy and organized.
12. Orchestrate and set up Surprise & Delights for WP-Members and Site Tours.
13. Order office supplies.
14. Check-in guests with proxy click and manage the reception/nourish area.
15. Escort meeting guests when needed.
16. Manage lost and found items.
17. Handle building requests such as cleaning.
18. Assist the Conference & Events Manager and Chef with scheduling and administrative tasks.
19. Create and maintain positive relationships with building management and landlord partners.
20. Develop and sustain positive client relationships.
21. Ensure adherence to Standard Operating Procedures and Brand Standards, supporting updates as needed.
22. Utilize platforms such as Salesforce WXM Portal, ProxyClick, Envoy, GoParrot, Square, Robin, ZenDesk, Microsoft Word, PowerPoint, Excel, and Outlook.

What We Look For:

• Effective communication skills with clients.
• Flexibility and willingness to work long hours when required.
• Physical ability to move, lift, carry, push, pull, and place objects up to 25 pounds.
• Capability to reach overhead and below the knees, including bending, twisting, pulling, and stooping.
• Stamina to stand, sit, or walk for extended periods.
• Basic knowledge of Audio/Visual equipment setup and usage.

Who We Are:

Convene is a global hospitality company managing a growing portfolio of lifestyle brands focused on transforming how people meet, work, and gather. We create hospitality-driven experiences and uniquely designed destinations across various brands, fostering human-to-human connections. Our portfolio includes Convene, etc.venues by Convene, and Convene Signature, offering event venues, meeting rooms, flexible office spaces, and building amenities. With hospitality at our core, each brand provides on-site culinary, in-room A/V, production services, and dedicated hospitality staffing. As the largest provider of dedicated meeting and event venues in the US and UK, with nearly 40 locations across nine cities, we are committed to excellence and community impact.

• Employee Assistance Program: support for well-being and personal advice.

Time Off and Work-Life Balance:

• 25 days annual leave plus bank holidays, plus sick pay.
• Financial Support: interest-free loans for rail season tickets and further education, subsidized bicycle purchase via Cycle to Work.

Professional Development and Recognition:

• Ongoing professional and personal development support.
• Recognition and reward programs for achievements and milestones.

Community and Impact:

• Volunteer, donate, and community initiatives participation.
• Opportunities to make a significant impact within the team and business.

Convene is dedicated to building an inclusive and diverse workforce. We are an Equal Opportunity Employer welcoming individuals from all backgrounds, experiences, abilities, and perspectives.

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