Reports into: Head of Portfolio Operations
Location: Across the Spaces & Stories Venue Portfolio
Contract Type: Full Time, Permanent (42.5 hours per week, 5 days over 7)
Who we are:
Spaces & Stories is a Broadwick Live company - a multifaceted international business with headquarters in London who create, develop, own and operate a diverse portfolio of venues, spaces, events and experiences.
The portfolio consists of 16 groundbreaking venues which we exclusively manage and operate. We are constantly expanding, making Spaces & Stories the go-to for new and previously undiscovered spaces. Our Venues are diverse – from the grandeur of the 300 capacity Thirty Eight Grosvenor Square, to the vast, industrial 6,000 capacity Printworks London, Venue Lab offers the perfect location for every event. Collectively we strive to push boundaries and disrupt the cultural landscape by combining big thinking, bold ideas and commercial intelligence to produce spaces and experiences for discerning audiences in inspiring locations.
What we’re looking for:
We are looking for an enthusiastic Operations Assistant with impeccable organisational skills who is keen to learn how our venues operate. Our sales team is doing a fantastic job of filling up the diary with exciting events and now we need someone to join us and help take these events forward through planning and deliver them on the day.
It’s an incredibly hands on job and it’s important that you are adept at building great relationships as you’ll be in day to day contact with our fantastic clients and you’ll also be responsible for ensuring the event runs in line with the venue’s policies on the day so it’s essential you are confident in dealing with people at all levels - whether our clients, suppliers or the public.
To be a great fit with the team you’ll be friendly, ready to really get stuck in and love being in the thick of an event. On the flip side you’ll be a multitasker and an administrative whizz who can juggle multiple projects between the venue floor and the office at once and isn’t easily flustered.
What you’ll be responsible for:
To ensure the smooth handover of events from the sales to the operations team. Lead on all logistical planning on allocated events to ensure successful delivery; to include but not limited to;
Understand and implement the venue’s operational best practice and ensure these standards are being upheld at all times.
Carry out administrative tasks relating to the planning of allocated events including creation of a brief sheet and distributing to the wider team.
Understanding the venue’s staffing and service requirements for security, cleaning, crew and stewarding.
Using this to gain quotes from approved suppliers,book staff and brief / manage on the day.
Book and attend site visits and planning meetings with the clients, suppliers, mandatory and external suppliers.
Reading and understanding the clients and their suppliers' Risk Assessments, Method Statements, schedules, Insurance Certificates and licences to ensure all are in line with the venue and its requirements.
Supporting the Sales Team with advising clients regarding operational planning, including appropriate requirements for staffing and cleaning on a case by case basis.
To attend site visits pre-contract where necessary.
Produce a post-event report and schedule de-briefs for the internal event team, and all relevant suppliers /clients.
Deliver the highest level of customer service and be an onsite contact to manage the running of corporate, brand and filming events as allocated.
Identifying and reporting requirements for additional venue management support into the Head of Operations.
To assist in creating and developing processes and procedures for use internally, by suppliers and clients to ensure that planning and communication between all parties is smooth and effective.
To be aware of tenants within the building and assist in managing their movements during live events.
To provide assistance to the wider Venue Lab team as and when required.
Add all staffing, cleaning and any miscellaneous / on-event costs to the CRM system, Event Works, and raise client invoices pre and post event within the agreed time frame.
Receive all supplier invoices relating to the event and process for payment.
Work alongside the Sales Team to reconcile all event jobs post event and update Event Works accordingly.
Maximise sales and upsell at all opportunities.
To assist the venue operations team with admin as required.
Ensure we are always committed to best practice.
Ad hoc work as it rises due to project and departmental demands, supporting other areas of Spaces & Stories as and when required.
Be a strong brand ambassador for Spaces & Stories and it’s ethos.
You’ll need to have:
Experience in events or an operational role within the hospitality or entertainment industry.
Ability to keep calm, work under pressure and problem solve quickly.
Exceptional organisational and planning skills – proven ability to handle more than one project at once.
Confidence in briefing contractors and suppliers.
Ideally an understanding of production and AV.
Demonstrate a flexible approach and attitude.
Nice to haves:
Personal licence holder
To apply for this role: https://apply.workable.com/broadwick-live/j/F27BBCA58C/