Workplace Event Coordinator

The role of the Workplace Experience Coordinator is to manage, coordinate, support and facilitate all client events on site and be the point of contact for the HSBC staff and their clients. The Workplace Experience Coordinator is responsible for creating and nurturing a culture of excellence that delivers on the provision of a world class service for HSBC. Working hours: 08:00-17:00 Monday to Friday, 40 hours per week. Flexibility is essential to support events and key business activity.

Responsibilities

First point of contact for all Client Events including creating, managing, and reconciling briefs and details for events; Arrange pre-event meetings with the client to discuss their specific needs; Manage all event space diaries through the booking system and oversee all furniture set-ups for event spaces; Ensure smooth running of events from start to finish for all events taking place throughout the building; Maintain appropriate levels of communication with all service providers across the site, including weekly event team meetings; Build a highly trusted relationship with HSBC staff and their clients; Work together with service partners, promoting a one team approach; Lead showrounds promoting the use of all meeting room and event spaces; Consistently review and improve events policies and procedures; Effectively manage and resolve any complaints, implementing an action plan for future reference; Collate and action feedback following an event, including regular audits and event inspections; Analyse reports and data to provide detailed monthly statistics and an action plan for improvement; Be fluent in the operational functions of business events; Ensure all on-site operational manuals are up to date; Work with the Events Manager, Events Lead & Colleague Experience Manager and HSBC clients to keep contracted services market leading; Actively participate in internal and external meetings; Actively coordinate regular events meetings; Clearly present events information verbally and in writing to all parties

Requirements

Experience in event coordination within hospitality, corporate and / or facilities environment; Experience of data analysis, interpreting and presenting data in a business environment including proposals; Thrive in a quick moving, ever-changing environment; Extraordinary attention to detail while working under tight deadlines; Collaborative, supportive, and skilled in handling multiple, complex, concurrent events; Outstanding customer service skills and orientation; Proficient in MS Office and Outlook; Excellent written and verbal communication and people skills; Ability to multitask and maintain professionalism without supervision; Previous experience of working in a fast-paced, corporate multi-national environment; Flexibility in relation to type of work carried out and availability, with events often operating out of hours; Immaculate personal presentation & appearance; Excellent customer focused manner at all times; Proactive, with strategic thinking and planning skills; Willingness to travel outside of the London Metro as and when required to regional offices to support multi-site events