Operations Coordinator

Broadwick; City Of London; On-site; GBP 30,000 - 40,000; Full time

Job summary

A leading events management company in London is seeking an experienced Operations Coordinator to ensure smooth event delivery. Responsible for coordinating logistics, maintaining compliance, and providing top customer service, the ideal candidate has a background in event operations, exceptional organizational skills, and knowledge of health & safety standards. This full-time position requires flexibility to work evenings and weekends.

Qualifications

• Minimum of one year event operations experience or related degree.
• Ability to work under pressure and problem solve.
• Exceptional organizational and planning skills.

Responsibilities

• Ensure smooth handover of events from sales to operations team.
• Coordinate administrative tasks prior to events.
• Produce post-event reports and brief internal teams.

Skills

Event operations experience

Organizational skills

Problem solving

Knowledge of health & safety legislation

Communication skills

Education

Degree in Event Management or related field

Tools

Microsoft Office

Google Drive

Job description

Role: Operations Coordinator
Reports into: Senior Sales and Events Manager
Location: London
Contract Type: Full Time, Permanent (42.5 hours per week)

Overview

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 are redefining spaces and how people experience music, art, culture and recreation by breaking down barriers. Our history is rooted in music and we operate a portfolio of spaces including Printworks London, Depot Mayfield Manchester, The Beams London, Exhibition London and Magazine London.

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 a tight knit team of passionate, dedicated people who are constantly pushing forward to our next new venue or project.

Your role

We are looking for an experienced and enthusiastic Operations Coordinator who is a master planner and problem solver. This person needs to be incredibly hands-on and adept at building great relationships, as you will be in day-to-day contact with clients. You will be responsible for ensuring the event runs in line with the spaces’ policies on the day, so a strong understanding of health & safety and facilities best practice is essential.

What you’ll be responsible for

Operations

• Ensuring the smooth handover of events from the sales to the operations team. Leading on all logistical planning on allocated events to ensure successful delivery.
• Coordination of all administrative tasks prior to each event and collecting / collating relevant paperwork and information to distribute to all relevant parties in good time.
• Understanding and implementing the spaces’ operational best practice and ensuring these standards are upheld at all times. Using this to gain quotes from approved suppliers, book staff and brief / manage on the day.
• Understanding 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 requirements.
• Attending site visits pre-contract where necessary.
• Producing a post-event report and schedule de-briefs for the internal event team and all relevant suppliers / clients.
• Delivering the highest level of customer service and being the main onsite contact to manage the running of allocated events.
• Assisting 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 effective.
• Maintaining strong relations with our Landlords and other stakeholders.
• Supporting the day-to-day running of the spaces.
• Assisting the line manager in identifying and leading on longer term internal projects such as building a reliable bank of freelance talent or wider SLAs.
• Assisting 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 suppliers.
• Assisting line manager in collating and devising required documentation, activation budgets, compiling competitor analysis and other relevant tasks.

Property Management

• Ensuring the spaces are maintained to a high standard and are fully compliant, as well as kept in a tidy and orderly fashion.
• Supporting the Head of Operations with annual fire safety training and H&S training for staff within the building.
• Supervising and overseeing suppliers, tradespeople, production and all other internal and external professionals interacting with property management.
• Ensuring all paperwork and documentation relating to maintenance works and compliance checks are filled out and kept up-to-date.

Finance

• Adding 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 frame.
• Receiving all supplier invoices relating to the event and process for payment.

Sales

• Supporting the sales team with advising clients regarding operational planning – including appropriate requirements for staffing and cleaning on a case by case basis.
• Working alongside the sales team to reconcile all event jobs post event and update the CRM system accordingly.

Team

• Communicating your training needs and actively participating in your own development in line with your line manager’s expectations.
• Supporting the line manager with operations recruitment for your team when required.
• Creating a work environment that aligns with Broadwick values and principles.

Other

• Ensuring we are always committed to best practice and championing the correct processes.
• Carrying out ad hoc duties when required to.

You’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 quickly.
• Exceptional organisational and planning skills.
• Confidence in briefing contractors and suppliers.
• Knowledge of industry legislations, general event licensing and documentation required pre-event.
• Confidence in briefing contractors and suppliers.
• An understanding of H&S, compliance and environmental legislation and codes of practice.
• A reasonable level of competency using Microsoft and Google Drive software, particularly Word, Outlook and Excel.
• Self-motivation in addition to a positive and ‘can-do’ attitude in order to achieve tasks efficiently and to deadlines.
• Good understanding and knowledge of the local event and venue industry.
• Availability to work late nights and weekends as and when required.

Nice to haves

• Relevant H&S Qualification (IOSH / NEBOSH).
• Personal Licence Holder.
• First aid qualification.
• PAT Testing training.
• SIA qualification.