Event Support & Coordinator
Location: Edinburgh
Reports to: Operations Manager
Role Overview
The Event Support & Coordinator plays a key role in ensuring the successful delivery of events hosted at the venue. The role combines front-of-house customer service, event coordination, and hands-on operational support to provide an outstanding experience for clients and delegates.
The postholder will gather and manage event information, maintain accurate records within the CRM system, support clients throughout their events, and ensure all services delivered are correctly documented for invoicing purposes.
Key Responsibilities
1. Event Support
- Welcome clients and delegates, ensuring all visitors are signed in and directed appropriately.
- Manage front-desk enquiries, answer telephone calls, and take accurate messages.
- Assist clients with general requests, including arranging taxis, photocopying, and handling lost property enquiries.
- Provide ongoing support during events, including refreshing beverage stations, preparing buffet lunches, and responding promptly to client needs.
- Ensure all client-facing areas, including the coffee lounge, buffet areas, and restaurant, consistently meet the venue’s quality standards.
- Produce and maintain weekly operational and event reports.
2. Event Coordination
- Obtain signed booking forms for all events as early as possible.
- Ensure booking documentation accurately reflects all services and chargeable items associated with each event.
- Liaise with clients to gather all information required for successful event delivery, including:
- Event title
- Event timings (start, finish, breaks, and lunch)
- Event leader/contact name
- Final delegate numbers
- Materials or equipment requirements
- Record all event details accurately within the CRM system.
- Coordinate with colleagues to confirm that venue and operational requirements can be delivered effectively.
- Update booking documentation whenever additional chargeable items are requested and obtain client approval.
- Ensure a final signed booking form is completed for every event, enabling accurate invoicing and billing.
Person Specification
Customer Focus
- Friendly, professional, and approachable with a genuine passion for delivering outstanding customer service.
- Able to build positive relationships with clients, delegates, and colleagues.
Communication
- Strong verbal and written communication skills.
- Confident interacting with people at all levels.
Organisation & Attention to Detail
- Highly organised with excellent attention to detail.
- Able to manage multiple tasks, maintain accurate records, and follow processes consistently.
Initiative & Drive
- Proactive, energetic, and self-motivated.
- Able to work independently and take ownership of responsibilities.
Teamwork & Flexibility
- A collaborative team player who contributes positively to the wider team.
- Flexible and willing to support different areas of the business as required.
Technical Skills
- Google Workspace tools, including Google Drive, Docs, Sheets, and Calendar.
- Comfortable using CRM and event management systems.
Additional Information
This is a predominantly client-facing role combining reception duties, event coordination, and hands-on event support. The successful candidate should be comfortable spending a significant proportion of their day away from thetheir desk, moving around the venue to support clients, delegates, and event delivery.
As a customer-focused conference and training venue, flexibility is essential. Employees may be required to undertake additional duties, consistent with the level and purpose of the role, to support the effective operation of the business.
Pay: From £13.45 per hour
Benefits:
- Company events
- Discounted or free food
Ability to commute/relocate:
- Edinburgh EH1 1SU: reliably commute or plan to relocate before starting work (required)
Work authorisation:
- United Kingdom (required)
Location:
- Edinburgh EH1 1SU (required)
Work Location: In person
