Events Coordinator

at  CBRE

Posted
04-Mar-2024
Service line
GWS Segment
Role type
Full-time
Areas of Interest
Administrative, Customer Service, Facilities Management
Location(s)
Dublin - Dublin - Ireland

EVENTS COORDINATOR

Job Description
As an integral part of the Workplace Experience Team, The Events Coordinator will provide an exceptional welcoming experience, comparable to a 5-star hotel, for everybody stepping through our doors.
The Events Coordinator is in regular contact with the other Workplace Experience team members, employees, suppliers and customers via slack, e-mail, zoom and other means of communication, providing assistance with a wide array of services.
This includes traditional reception, front desk services, support around events as well as administrative tasks.
This position requires leadership skills and charisma, a passion for guest services, a host mentality as well as great organizational and problem-solving abilities.

REQUIRED SKILLS/EXPERIENCE

• 2+ years of experience in Events organization
• Excellent interpersonal and written communication skills – hospitality background preferred
• Experience in hospitality sector preferred
• Pleasant appearance and sympathetic demeanor
• Excellent organizational and time management skills
• Professional body language at all times
• Fluent in English in spoken and written form
• Can-Do attitude, always willing to go the extra mile
• Ability in multitasking and time-management
• Aptitude in resolving issues with a customer-focused orientation
• Ability to learn and use our internal applications
• Ability to operate office equipment as well as Audio-Visual and Meeting equipment like TV screens, audio systems etc.
• Flexibility in working hours according to business needs required - occasionally evening events

RESPONSIBILITIES INCLUDE, BUT ARE NOT LIMITED TO:

• Manage in-office Event requests across the site by using our internal events process, maintaining service levels based on our playbook
• Booking of Events spaces and taking ownership of full event logistics in close communication with host and vendors
• Liaise closely with event host from start to finish - be the first point of contact and advisor
• Show responsible use of available resources
• Be creative in activating our internal event spaces
• Orchestrate the cooperation between the local Workplace Experience teams and vendors for a spot on event delivery from setup to cleaning
• Create a great customer journey for internal and external attendees, from registration to fare well
• Establish processes and documentation for a seamless communication and coordination of the wider Workplace Experience team, for an excellent service delivery, guest registration, room and catering setup, service and clearing
• Provide guidance and direction to the Workplace Experience team on all Events in our Office, establish consistent standard and SLA across the site
• Abide by H&S and security regulations and ensure these are carried out for every event and coordinate with the Safety and Security Team
• Be knowledgeable about the catering ordered for the Events (including information about special beverages, food ingredients, allergens, kosher requirements etc.)
• Build trusted relationships internally to main stakeholder and regular event host, as well as externally to all vendors
• Continue building a supplier network for catering, entertainment and furniture and equipment rental ensuring variety and flexibility
• Show professional response to any short notice changes or complaints, aim for the best possible resolution
• Provide hands on support around events, ensure a close cooperation with Workplace Coordinator, Security, Reception and Cleaners
• Collaborate closely with IT Support for any AV setup requirements and hands on AV support
• In cooperation with the local IT Support proactively ensure the functionality of the technical front of house equipment by conducting regular checks

ADMINISTRATIVE TASKS

• Prepare menus, buffet signage and any other print material based on the global branding spec
• Ensure transparent and easy access to information for the wider Workplace Experience teams by keeping the meeting room booking tools and trackers updated at all times
• Maintain manual tracking for events and catering hosted in our offices
• Cooperate with Workplace Experience Leads and Regional Workplace Experience Manager in roll out of any Workplace Experience alignment program, playbooks and other initiatives
• Ensure all event tickets allocated to Workplace Experience are processed as per playbook and SLAs are met
• Support and maintain all information on Workplace Experience Hospitality related microsite, Concierge articles and other information resources related to the Dublin office