Venue Co-ordinator

Venue Support

• Collate any strategic alliance or outsource provider concerns/issues for  the Operations Manager
• Administer building opening or closing procedures as instructed
• Maintain presentation of Front Desk, Plaza and other commons areas
• Book and reconcile appointments, products and services
• Assist with space & venue booking enquiries and accurately maintain venue booking documentation, spreadsheets, etc.
• Take performance and show bookings through the box office system and be well informed regarding all performances and booking details
• Check venue spaces to prepare, clear or reset for external hirers; securing spaces (windows and doors) and checking equipment/heaters.
• Provide assistance with any issues/problems/emergencies that arise, such as technical equipment, ventilation, security, access card, lighting, fuses, lockup/alarm or building maintenance matters; escalate to Manager if needed.
• Provide support as a warden and/or first aider in an emergency and/or evacuation situation
• Support the Operations Manager in the review and establishment of business processes

Customer Focus

• Build and maintain relationships with key staff from the Schools and  provide excellent customer service
• Provide first point of contact for all front desk enquiries from staff, students, visitors and external hirers
• Answer incoming calls and forward to the appropriate staff
• Coordinate and distribute mail and courier delivery and collection
• Administer lost property for staff and students
• Keep well informed of the School’s activities within the building
• Participate actively in the coordination of functions and events
• Enter and keep an eye on the timetables for both schools in Priava (Venue Management System)

Finances & Supplies

• Manage and reconcile front desk financial transactions
• Maintain and organise stationery supplies and products/merchandise for sale through TWS; plus organise distribution of delivered goods
• Maintain supplies for the office machines e.g. paper supply, monitor cartridge levels, etc.
• Collect information for databases
• Any other tasks as requested by the Operations Manager

Health and Safety

• Follow and promote all health and safety practices and instructions
• Actively participate in ensuring health and safety in the venue

Qualifications and Experience

• Experience in reception and administration duties a must; venue or events experience an advantage
• Current First Aid Certificate
• Experience as a building emergency warden is desirable

Skills and Competencies

• Proficient with Microsoft Office Suite, especially Outlook, Excel and Word
• Accuracy, attention to detail and a logical approach
• Ability to multi-task and be calm under pressure
• Excellent communication and customer service skills, able to relate well with a diverse range of people
• Friendly, confident and honest, with a high standard of professional ethics

*Please be aware that you may be required to work evening and weekend shifts.