Venue Services Manager

The James Hutton Institute; Aberdeen City; On-site; GBP 30,000 - 45,000; Full time

Job summary

The James Hutton Institute seeks a proactive Venue Services Manager to lead venue service delivery at their Aberdeen campus. This role demands strong management skills to coordinate front-of-house operations, oversee event logistics, and ensure a welcoming environment for all visitors. With a focus on high-quality service, you will enhance the experience for both staff and external stakeholders and manage a team across multiple sites.

Benefits

Employee Assistance Programme

Generous annual leave up to 40.5 days

Pension with 15% employer contribution

Flexible working hours

Qualifications

• Strong interpersonal and communication skills.
• Ability to organize work effectively under tight deadlines.
• Proven track record of customer service.

Responsibilities

• Manage front-of-house operations and venue services.
• Oversee a team of Venue Services Coordinators.
• Coordinate logistics for events including catering and room setup.

Skills

Interpersonal skills

Communication

Organizational skills

Customer service

Education

HND/NVQ/SVQ level 3 or equivalent

Job description

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The James Hutton Group is at the forefront of addressing global challenges like climate change and food and water security.

We are looking for a proactive and experienced Venue Services Manager to lead the delivery of our venue services and ensure a professional, welcoming experience for all visitors—whether in person, by phone, or online.

Based at our Aberdeen campus, with occasional travel to Invergowrie near Dundee, you'll manage front-of-house operations and support day-to-day activities for staff, tenants, and guests across our Dundee and Aberdeen facilities. These venues host meetings, workshops, and conferences for a wide range of internal and external stakeholders.

Candidates should have relevant experience, either through formal qualifications or hands-on roles in similar environments.

Full details are available in the job description below.

Main purpose of job

To manage and oversee venue services across both sites, ensuring a professional and welcoming first point of contact for all visitors. Additionally, you will provide a high-quality reception service for colleagues and tenants, fostering a positive and efficient work environment. You will be responsible for the coordination and delivery of venue hire services, including handling enquiries, providing quotes, coordinating event logistics, and supporting marketing efforts to promote venue use.

Main duties of postholder

Team leadership and management

• Oversee and manage a team of Venue Services Coordinators across Dundee and Aberdeen.
• Set objectives, manage performance, and handle recruitment as necessary to ensure smooth operations and high standards of service.

Venue hire and event coordination

• Manage external enquiries for venue space hire and associated technology requirements, providing clear and timely information.
• Issue quotes and formal confirmations to clients, and coordinate logistics such as room layout and audiovisual needs.
• Liaise with catering providers to ensure timely and appropriate catering for events.
• Ensure the smooth running of all booked events by briefing staff and being present or on-call as the main contact point.
• Issue invoices post-event and seek feedback in order to continuously improve venue service
• Monitor income generated through venue services and contribute, to regular reporting.
• Assist with the marketing and promotion of the venue spaces in collaboration with the communications team.
• Maintain high standards for room bookings from enquiry to completion, including layout demonstrations, confirmations, and invoicing.
• Represent the new facilities during on-site tours and at external meetings/events.

Visitor and reception services

• Provide a welcoming and professional first point of contact for visitors, colleagues, and contractors.
• Manage access cards, issue visitor information, and guide guests to appropriate locations.
• Answer and direct phone calls and email enquiries for both sites, ensuring timely and helpful responses.

Health, safety, and emergency support

• Deliver health, safety, and welfare instructions/inductions to visitors.
• Act as first point of contact for emergency and first aid situations, including alarm activations and defibrillator use.

Mail, shipping, and logistics

• Receive, sort, and distribute mail and samples.
• Handle international shipments, including customs forms and courier arrangements.
• Support transportation arrangements for staff and visitors when required.

Administrative support

• Assist with general administrative tasks such as photocopying, printing, laminating, data entry, document preparation, and supply management.
• Provide support to tenants in line with their tenancy agreements.
• Manage merchandise sales, handle financial transactions, and promote selected fundraising campaigns.

Qualifications/Skills/Knowledge

Essential Qualifications

• Minimum HND/NVQ/SVQ level 3 or equivalent professional qualification.

Essential skills

• Strong interpersonal and communication skills to work with a wide range of stakeholders
• High standard of written and verbal communication skills.
• Ability to organise own work effectively, prioritising competing workloads and working to tight timescales.
• Good attention to detail and accuracy.
• Creative, proactive, flexible and able to work to agreed deadlines.
• Strong project management and organisational skills in order to manage multiple bookings and demands simultaneously.
• Proven track record of providing customer services and managing people.
• Experience of working within/or for a similar working environment

Additional Notes and Requirements

• This post is based at our Aberdeen site due to the requirement to cover reception services duties as well as manage the other venue co-ordinators. The post holder needs to be on site five days a week and will stagger timings so that there is a smooth cross over with the venue services co-ordinator and that reception is manned between 8am to 5pm Mon - Fri. The postholder will need to travel to our office in Dundee as required.

This role does not attract a certificate of sponsorship.

What we offer:

Employee Assistance Programme (EAP) - A confidential service available to support employees and their families with work or personal problems. Providing access to professional counsellors, psychologists, and work-life consultants available to help and support individuals in tackling all types of problems.

Annual Leave – Generous entitlement up to 40.5 days a year, with carry over possible and guaranteed time-off for Christmas.

Pension - Employer Contribution of 15% in a Personal Pension Plan and employee contribution flexibility.

Self-managed hours and Flexible Working – option to manage and spread your working time in line with organisational needs to create a healthy work life balance.