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Venue Co-ordinator

Job details

Organisation
Te Whaea
Closes
24 Jul 2022
Region
Wellington
Work type
Casual employment
Work classification
Performing Arts

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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.  

How to apply

Please send your CV and Covering Letter to operations.manager@tewhaea.org.nz

Written by

Te Whaea

4 Jul 2022