Conference & Events Lead London, UK

Operations

• Assist with closing up the venue and conducting quality inspection throughout the building including conference and breakout rooms.
• Ensure any faults or repairs in the building noted during such quality checks are logged on the maintenance fault database.
• Monitor the maintenance database and ensure all maintenance issues are being dealt with through effective communication with the central facilities team.
• Carry out minor maintenance tasks, providing highest standards of maintenance throughout the building through effective delegation and own input.
• Be responsible for monitoring external building contractors in and out of the building, ensuring all signing-in procedures are adhered to, checking their work and monitoring activities.
• Monitor work of external building contractors, scheduling, agreeing and following up visit dates, reporting back to the GM with issues and feedback.
• In conjunction with the GM, be responsible for scheduling, monitoring and coordinating preventative maintenance activities on Sancroft building and facilities.
• Be responsible for updating the Housekeeping/Facilities SOP manual and training relevant personnel.

Facilities

• Have overall responsibility for monitoring recycling and waste removal in the building – cardboard boxes, plastic cups, furniture and other equipment.
• Take a proactive approach ensuring the transition of all client events from booking to event day run efficiently and smoothly.
• Work closely with Ops and have a proactive approach to client event management, identifying potential room set up and other operational challenges ahead.
• Respond and deal with client comments on the Facilities department.
• Be responsible for inventorying and ordering stock of all client stationery used in training rooms including branded items (e.g., delegate pads, pencils, sweets, flipchart pads).

Personnel

• Supervise the daily tasks of the housekeeping/facilities team and ensure that the venue is fully prepared for the following day.
• Undertake twice yearly appraisals.
• Oversee the team’s weekly timesheets for sign off for submission.
• Conduct weekly meetings with the housekeeping/facilities team communicating customer satisfaction results, special requirements, company information, HR, and weekly operating issues.

Security

• Ensure all exits, grills and doors are locked or shut when necessary.
• Through effective supervision, ensure all deliveries and collections into the building are handled appropriately.
• Oversee the main and master key boxes in the sales office, ensuring tagging is kept up to date.
• Be responsible for safe keeping.
• Assist with servicing of rooms during lunch breaks, replenishing glasses, water, removing dirty coffee cups, generally tidying up ready for the afternoon.
• Implement an effective rota/work schedule for the team, delegating tasks and encouraging teamwork to achieve high standards.

Health & Safety

• Represent Ops as a health & safety officer/fire officer ensuring that all mandatory checks/fire bell tests and fire drills are carried out as per the safety regulations.
• Participate in the monthly health & safety meeting, assist with updating the necessary health & safety paperwork.
• Be part of 6-monthly fire drills for day time staff and ensure each member of staff participates in at least one of the drills.

What We Look For

• Good written and verbal communication skills.
• Understanding of Audio-visual equipment and troubleshooting is preferred but not essential.
• Strong organisational skills.
• Team player.
• Proficiency in Microsoft Excel and Word.

Health & Wellness

• Private medical insurance.
• Subsidised eye care.
• Subsidised fitness membership.
• Employee Assistance Program: well-being support and personal advice programme.

Time Off and Work-Life Balance

• 25 days annual leave plus.