Venue Coordinator

Location

University College London, Gower street, WC1E 6BT London

Rate of Pay

£32,781.60 per annum

Working Pattern

5/7, 40 hours per week, worked in accordance with business needs. Due to the operational nature of the venue, working hours will be scheduled Morning and afternoon – between 07:00/07:30 – 15:00/15:30 and 15:00/15:30 – 22:00/22:30. The role requires flexibility to work evenings and weekends. Working patterns will be arranged in line with service requirements.

Key Responsibilities

Customer and Client Satisfaction

• Deliver a high‑quality, consistent customer experience across all events
• Act as a key point of contact for clients and organisers on event days
• Proactively manage client relationships and resolve issues effectively
• Ensure all feedback and complaints are handled in line with SOPs
• Facilitate post‑event feedback and continuous improvement
• Maintain visible presence during live events
• Manage client expectations and on‑the‑day changes professionally

Market Leadership

• Support delivery of high‑profile and complex events that enhance venue reputation
• Maintain exceptional presentation and readiness of all event spaces
• Ensure events are delivered in line with brand and service expectations
• Contribute to continuous improvement of event delivery standards
• Contribute to consistent delivery of flagship and repeat business events

Preferred Employer

• Build strong working relationships across internal teams and departments
• Contribute to a positive, collaborative and high‑performing team culture
• Support knowledge sharing and continuous improvement
• Demonstrate flexibility, professionalism and a proactive attitude
• Act as a positive ambassador for the Wilkins Building, demonstrating UCL’s values and ways of working in all interactions

Operational Excellence

• Coordinate and manage multiple events across the Wilkins Building and external spaces
• Plan and oversee room setups with Estates, AV, Security, Cleaning and support teams
• Arrange, attend and coordinate site visits and pre‑event reces with clients, organisers and internal stakeholders
• Liaise with external suppliers and contractors to ensure event requirements are understood and delivered
• Produce and manage Event Orders (BEOs)
• Ensure documentation is accurate and communicated effectively
• Monitor delivery of all event requirements
• Attend and contribute to planning meetings
• Chair meetings where required
• Ensure licensing requirements are upheld
• Maintain accurate reporting and documentation
• Act as on‑the‑day operational decision maker for live events
• Coordinate issue resolution during events (technical, facilities, customer‑facing)
• Support operational resilience during peak periods and high attendance events

Health and Safety

• Promote and maintain a positive health and safety culture
• Ensure compliance with legislation and company policies
• Support risk assessments and safe event delivery
• Undertake fire safety training and act as Fire Marshal where required
• Work with H&S teams to ensure safe practices
• Escalate incidents promptly in line with emergency procedures

Our ideal candidate will be

• High energy and resilience
• Strong decision‑making under pressure
• Experience in venue or event management
• Experience delivering complex events
• Excellent communication skills
• Strong organisational skills
• Positive attitude
• Team player
• Commitment to service excellence

What’s in it for you?

Working with Gather and Gather has its perks! People are at the heart of everything we do, so we’ve developed a range of benefits to keep you happy.

• 27 days holiday plus public holidays plus your birthday off & UCL closure dates off
• Fantastic (UCL‑aligned) Pension scheme
• Food allowance
• Volunteering days
• Personal development and training opportunities – we are passionate about our team growing with us
• Online wellbeing centre – including access to our Employee Assistance Programme, salary, recipes, exercise and financial advice
• Family‑friendly support
• Regular social events
• Recognition schemes and people awards
• Long service awards
• High street discount vouchers
• Cycle to work scheme
• Discount gym membership (campus gym)

#J-18808-Ljbffr…