AV Conference Room Coordinator (Part Time)

Salary: £26,000 per year

This is a permanent, part-time role for an AudioVisual Conference Coordinator. If you are happy to work a 4-day week / 4 hours per day along with 1 weekend day per month, continue reading. Remuneration is competitive

Job Purpose

• Responsible for effective coordination of front-of-house event services (with a particular focus on providing on-the-day event logistics support and set up of audiovisuals).

• Delivering an excellent experience to users of the client’s conference suite, ensuring all event requirements are provided as specified on the function sheet promptly and efficiently with fine attention to detail.

• Deliver an excellent experience to users of the client’s conference suite technologies including hardware (screens, audio Polycom components) and software (Teams, Zoom, Web-ex, and others).

• Effectively supporting on-the-day AV/logistics, providing exemplary customer service, and regularly going the extra mile to exceed customer expectations. 

• Responsible for providing timely, solution-focused troubleshooting for events. 

• Engaging with clients during meet and greet to build long and lasting relationships to encourage and grow repeat business.

• Responsible for ensuring conference suite equipment supplied is in good order and fit for purpose. 

• Responsible for duty management of the conference suite facility at weekends as required

• The post holder provides logistical and technical support to conference suite events on the day for our internal and external clients.

• The post holder is authorised to take conference suite bookings.

• The post holder will supervise weekend staff/contractors, support client needs on event days and undertake building key holder responsibilities.

• The opportunity to work occasional weekends may be offered. (overtime will be paid) 

Main Accountabilities

To coordinate the day to day running of events in the conference suite

• Responsible for checking all meeting rooms daily to ensure room set up as required.

• Responsible for meeting and greeting all conference suite organisers.

• Responsible for setting up equipment for events.

• Organise and troubleshoot technical aspects of events 

• Be a visible presence at the venue to maintain the presentation of our meeting rooms and to assist event organisers with general requests on the day. 

• Ensure client deliveries are taken to appropriate rooms on the day.

• Responsible for ensuring all conference suite organisers understand housekeeping/health and safety instructions.

• Help as required with setting up meeting rooms (some manual work will be involved).

• Responsible for checking equipment for daily use.

• Advise the Lead coordinator or conference suite manager of related issues

Administration: Assist with conference suite bookings

• Deal with conference suite bookings via telephone, email, online or post and follow up with the paperwork required.

• Show prospective clients around the suite and give advice on the best use of our facilities.

• Respond to enquiries from new and existing conference suite users.

• To work with conference suite manager on areas such as evaluating and monitoring user needs.

• Manage all work-related contacts and projects on the client’s CRM system.

Audiovisuals (AV) coordination

• Deliver and maintain the highest standards in meeting AV technology solutions for conference suite clients.

• Understand and advise clients regarding AV meeting options and room set up to optimise events.

• Ensure all preparatory tasks are completed for event set up, carry out daily room and equipment checks.

• Providing sound advice to customers on suitable AV solutions for their events, capitalising on opportunities for upselling.

• Carrying out routine checks on all AV kit including but not limited to Laptops, projectors, Jabra mics, loops, PA equipment, and speakers. to ensure it is fit for purpose, undertaking basic servicing and reporting faults / facilitating repairs as necessary.

• Set up, testing, operation and breakdown of all technologies deployed in the conference suite meeting rooms.

• Provide first line troubleshooting of any AV system failures.

• Maintain total confidentiality relating to information received for presentations and broadcasts etc.

• Brief room setters with regards to room set up.

• Manage client expectations on AV challenges, proactively providing solutions.

To undertake the financial aspects of invoicing conference suite users

• Email customer invoices approx. 250 per month. 

• Resolve queries from conference suite customers on payment issues.

• Assist lead coordinator to manage aged debt ensuring timely payments are received.

Essential Knowledge and Skills required

Knowledge

• Strong administrative experience.

• NVQ 3 or equivalent or strong experience in conference/event administration.

• Understanding of Audio-visual equipment set-ups for meeting presentations.

Skills

• Helpful, approachable, calming attitude is essential.

• Excellent relationship management skills with the ability to communicate effectively with a wide range of customers using various media.

• Be visible to clients and have a customer-first approach to meet ‘on the day’ demands from clients.

• Excellent administration and organisation skills.

• Able to work under pressure and be dependable for teammates and clients.

• Able to work collaboratively with colleagues and contracted agency staff.

• Good numeracy, written and speaking skills.

• IT literate, with excellent database skills.

Experience

• Work to ensure our facilities are inclusive for our clients on event days and have a good understanding of the need to provide a service that is accessible to all our clients.

• Good administration or relevant customer service experience. 

• Good experience of financial and accounting procedures.

• Good experience of using and maintaining an organisation database (such as CRM), including collecting and analysing data and running reports.

• Working in a customer services team.

• Manage others from diverse fields maximising their potential 

• Experience of, and capable of, first aider and fire warden duties (training will be provided for this role).