Company – The E-Assessment Management Company
Job title – Venue Coordination Officer
Location – Hybrid
Hours – Full time - 40 hours per week
Purpose and Overview
As Venue Coordination Officer, you'll play a key role in ensuring TEAMCo's nationwide examination venues are planned proactively, managed commercially and delivered to the highest operational standards.
Working closely with the Venue Coordination Manager, you'll support the coordination of examination venues from enquiry through to successful delivery, combining commercial awareness, operational planning and exceptional attention to detail. You'll help shape a growing venue function committed to operational excellence and outstanding experiences for clients, candidates, colleagues and venue partners.
Hours, Locations, Travel
Hours: 40 hours per week, worked flexibly to meet operational demands.
Location: Hybrid working model, typically 1–2 days per week at TEAMCo offices.
Travel and Unsociable Hours: Regular UK travel is required. Some evening and weekend work will be necessary during peak periods. Time Off in Lieu (TOIL) will be provided in accordance with company policy.
Benefits
We offer a generous benefits package including:
- 25 days’ annual leave (plus bank holidays) + 3 additional days to be taken during the festive period
- Employer pension contributions
- Hybrid working (typically 1–2 days in-office)
- TOIL (Time Off in Lieu) for evening/weekend work
- A supportive and inclusive working environment.
Key Responsibilities:
Commercial Venue Coordination
- Source suitable venues across the UK that meet operational, commercial and client requirements.
- Obtain quotations from venues, comparing costs, facilities and operational suitability to ensure the best overall value.
- Negotiate venue pricing, contractual terms and added value opportunities, making commercially sound recommendations to the Venue Manager.
- Secure provisional bookings and manage venue availability throughout the planning process.
- Prepare contracts, booking confirmations and supporting documentation for management approval and signature.
- Develop and maintain positive relationships with venue partners, supporting long-term supplier partnerships and encouraging repeat business.
- Research and identify new venue opportunities that enhance TEAMCo's venue portfolio and support future growth.
Operational Delivery
- Coordinate all venue requirements from initial enquiry through to successful exam delivery.
- Act as the primary operational contact for venue-related queries before, during and after exam deliveries, escalating issues where appropriate.
- Coordinate all venue logistics, including room layouts, furniture requirements, Wi-Fi, accessibility, signage, registration areas and other operational requirements.
- Liaise closely with Operational Delivery, Technical and Invigilation teams to ensure venues are fully prepared and all operational requirements have been met.
- Carry out venue visits and audits to assess suitability, maintain standards and identify opportunities for improvement.
- Support the successful delivery of examinations by responding to venue-related issues professionally and efficiently.
Commercial Administration and Planning
- Maintain accurate venue records, contracts and documentation across all internal systems.
- Coordinate venue bookings from enquiry through to confirmation, ensuring all deadlines are met.
- Process venue purchase orders, invoices and other financial administration accurately and in a timely manner.
- Maintain venue utilisation reports, commercial trackers and forward-planning schedules.
- Produce regular reports to support commercial decision-making, budgeting and venue strategy.
- Ensure venue information is accurate, up to date and easily accessible for operational teams by maintaining TEAMCo’s venue directory on Monday.com.
Continuous Improvement
- Gather feedback from clients, venue partners, Lead Invigilators and operational colleagues following exam deliveries.
- Analyse venue performance and identify opportunities to improve quality, efficiency and value for money.
- Support the Venue Manager in developing new processes, systems and ways of working that improve operational excellence.
- Contribute ideas and recommendations that enhance the experience of clients, candidates, colleagues and venue partners.
- Support projects that strengthen TEAMCo's venue network and improve the consistency of exam delivery.
Person Specification
Essential
- Exceptional attention to detail, with the ability to produce consistently accurate work.
- Strong commercial awareness and confidence when negotiating with suppliers.
- Excellent organisational and planning skills, with the ability to manage multiple priorities simultaneously.
- Outstanding written and verbal communication skills, with the ability to build positive working relationships at all levels.
- A proactive, solutions-focused mindset with the confidence to identify and resolve issues before they become problems.
- Strong analytical skills, with the ability to compare options and make commercially informed recommendations.
- Confident using Microsoft Office applications, particularly Excel and Outlook.
- A flexible approach to travel, with the ability to undertake venue visits and support exam deliveries where required.
Desirable
- Previous experience in venue coordination, events, hospitality or operational management.
- Experience negotiating with suppliers and managing commercial relationships.
- Experience using CRM, project management or venue management systems.
- Experience producing reports and analysing commercial or operational data.
- Knowledge of venue sourcing, procurement or event logistics.
- Experience working within a fast-paced operational environment.
We recognise that great people don't always meet every requirement listed above. If you're enthusiastic, great attention to detail, commercially minded, eager to learn and feel you'd be a great fit for TEAMCo, we'd love to hear from you
What We Offer
- Opportunity to play a key role in shaping the internal operations and success of our company.
- Collaborative and supportive work environment.
- Competitive salary
Our Commitment to Diversity and Inclusion
We are committed to creating and maintaining an inclusive working environment where all individuals are treated fairly, with dignity and respect. We value the diverse backgrounds, perspectives, and experiences that each team member brings and strive to ensure that our policies, practices, and culture reflect our commitment to equality, diversity, and inclusion.
Job Types: Full-time, Permanent
Pay: £27,000.00-£34,000.00 per year
Benefits:
- Company pension
- Work from home
Application question(s):
- Please advise us of your current notice period and salary with application
Language:
Work authorisation:
- United Kingdom (required)
Work Location: Hybrid remote in London WC1X 8HB
