Private Hire and Venue Coordinator

University of Hertfordshire Students' Union; Hatfield; On-site; GBP 26,000 - 32,000; Full time

Job summary

University of Hertfordshire Students' Union is seeking a proactive Venue hire, Events, and Business Development professional to join the commercial team. You will drive new bookings, respond to enquiries, and manage the full customer journey from enquiry to delivery, ensuring an excellent customer experience.

You will produce quotations and documentation, coordinate with internal teams and suppliers, and act as main contact for clients while maintaining high standards of safety and service

Qualifications

• Proactively generate new business opportunities and develop relationships to maximise bookings.
• Respond promptly to venue hire enquiries and convert leads into bookings.
• Manage the customer journey from enquiry to event delivery and post-event feedback.
• Produce quotations, contracts, event plans, invoices, and other booking documentation accurately.
• Coordinate with internal teams and external suppliers to deliver events safely.
• Represent the SU professionally to stakeholders and partners.

Responsibilities

• Proactively generate new business opportunities and build relationships with prospective and existing customers.
• Respond to venue hire enquiries and convert leads into confirmed bookings.
• Manage the full customer journey from initial enquiry to event delivery and post-event feedback.
• Produce quotations, contracts, invoices, and booking documentation accurately and promptly.
• Coordinate with the wider team and external suppliers to ensure events are planned and executed safely.
• Act as the main point of contact for customers before, during, and after their booking.
• Duty manage events and venue hire activities, ensuring safety and compliance.
• Identify opportunities to increase commercial income through repeat business and partnerships.
• Monitor booking trends and maintain accurate records for performance insights.
• Represent the Student Union professionally to stakeholders and community organisations.

Skills

New business development

Customer relationship management

Event coordination

Communication skills

Organisation & multi-tasking

Team collaboration

Tools

Venue management systems

Job description

Venue hire, Events, and Business Development

As part of the commercial team you will:

• Proactively generate new business opportunities and develop relationships with prospective and existing customers to maximise venue bookings.
• Respond promptly and professionally to venue hire enquiries, converting leads into confirmed bookings wherever possible.
• Manage the full customer journey from initial enquiry through to the event delivery and post event feedback, ensuring an exceptional customer experience throughout.
• Produce quotations, contracts, event plans, invoices, and other booking documentation accurately and in a timely manner.
• Coordinate with the wider team, other departments, and external suppliers to ensure all event requirements are planned and executed successfully and safely.
• Act as the main point of contact for customers before, during, and after their booking.
• Duty manage events and venue hire activity, ensuring events are run safely, efficiently, and in line with organisational procedures.
• Support the wider commercial team by providing duty management cover to their venues when needed.
• Identify opportunities to increase the commercial income through repeat business and new partnerships.
• Monitor booking trends, maintain accurate records, and contribute to ideas to improve commercial performance and customer satisfaction.
• Represent the Student Union professionally, building positive relationships with stakeholders, student staff, university departments, and community organisations.

General Duties

• Ensure all event spaces are maintained to a high standard of presentation.
• Monitor and maintain stock levels, furniture, equipment, and event resources. Report maintenance issues where appropriate.
• Support the wider commercial team with events, projects, and operational activities as required.
• Maintain accurate booking records and use venue management systems effectively.
• Ensure compliance with health and safety legislation, licensing requirements, and organisational policies.
• Work flexibly, including evenings, weekends, to meet the operational needs of venue bookings.
• Contribute positively to the team environment and support colleagues across the SU. Support the wider commercial team during busy periods such as Freshers Week, Halloween week, Christmas events, and the End of Year Show. This may include duty managing student events in our venues.
• Host venue open days and tours to show our spaces to potential customers.

What we are looking for:

• We are looking for someone who is positively, friendly, and approachable. You should have the natural ability to build rapport with a wide range of customers.
• You must be a confident communicator with excellent verbal and written communications skills.
• We are searching for somebody who is highly organised with excellent attention to detail and the ability to manage multiple priorities simultaneously.
• Strong candidates will be commercially minded, target driven, and motivated by achieving results.
• Our team is passionate about delivering outstanding customer service and memorable event experiences, and you should be too!
• You must have the ability to work independently and use your own initiative, whilst also contributing positively as part of the team.
• You need to be flexible, adaptable, and willing to get involved in all aspects of event delivery and venue operations. This will include evening and weekend work.
• We are looking for someone who can remain calm under pressure, and who has the ability to think on their feet, problem solve, and make decisions in a very fast paced environment, prioritising safety and customer experience.

Additional Requirements

• Excellent written and spoken English is essential in this role. You must have the ability to communicate professionally and confidently with customers, colleagues, and stakeholders.
• Due to our location and the nature of this role, reliable transport is essential. Shifts may include early mornings, late evenings, weekends, or other non-standard hours during which public transport may not be operational. Please only apply if you are confident you can consistently arrive on time for all scheduled shifts, as we are unable to accommodate regular transport-related delays.