Events and Venue Coordinator

We have an exciting opportunity for an event professional to join our high performing team. Reporting to the Events Manager, you will be responsible for developing and delivering facilities hire to our community and supporting our events schedule. With one of the most modern campuses in New Zealand, we enable our wider community to hire our facilities when the school is not utilising them, and it is the role of the Events and Venue Coordinator to ensure we are maximising our hire revenue and that client requirements are met.

We are looking for someone who can hit the ground running and is up for a challenge. With a large number of hires each year, from large one-off conferences to smaller recuring hires, the role requires someone who can manage their time exceptionally and build relationships with multiple stakeholders easily. The successful candidate will have experience delivering multiple events at once, have a track record of exceptional client service, as well as being proficient in handling administrative tasks. This is a full-time position, and work outside normal business hours is required as needed, including occasional evenings and weekends.

You will be given the opportunity to take the lead, be included in a diverse range of projects and initiatives and be supported by a team focused on leading the way in independent education and having fun whilst doing it.

Applications close at 4.00pm, Friday, 12 September. Early applications are encouraged, and interviews will be undertaken for strong candidates prior to the closing date.

Position Description

EVENTS & VENUE COORDINATOR

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This document is subject to reasonable amendments from time to time by the employer to reflect the changing requirements of the position.

Position Title:                       Events & Venue Coordinator

Responsible To:                   Events Manager

Key Relationships:               Community Relations Team

                                               Senior Management Team

School Administration Team

Academic and Cocurricular Staff

Maintenance and Operations Team

School community groups

External hirers

The successful applicant will work as part of the Events team to develop and implement strategies targeted at maximising the profile of Rangi Ruru Girls’ School primarily through the effective management of the school campus for external hires, and via support of internal events.

This is a permanent full-time position of 40 hours a week, and requires flexibility as weekend and evening work is required.

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KEY RESPONSIBILITIES

1. Venue Hire Management

1. 
   
   
   
   1. Together with the Event Manager the development of a strategic plan to manage and grow external hires and increase revenue generation.
   
   
   2. Facilitate the logistical requirements of all external hire clients, including access to buildings, catering, security, health and safety and additional resource requirements.
   
   
   3. Have an understanding of all activities (both internal and external events) being run on the school campus, and manage the schools requirements for both external revenue and school based facility requirements.
   
   
   4. Ensure external use of school facilities is maximised, resulting in increased revenue.
   
   
   5. Ensure clients have a positive experience and leave with a clear understanding of the Rangi Ruru brand and product offering.
   
   
   
   

2. Event Management

1. 
   
   
   
   1. Assist with the planning and delivery of key school events. This includes project management and on the ground delivery, working in consultation with internal and external stakeholders.
   
   
   
   

3. Reporting & Administration

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   1. Review and evaluate venue hire and events to produce reports and make recommendations for improvement that can be used for future planning purposes.
   
   
   2. Ensure effective written communication with marketing staff for all Rangi Ruru venue hire promotions.
   
   
   3. Ensure all clients comply with their contractual requirements to hire venues
   
   
   
   

4. Customer Service

1. 
   
   
   
   1. Develop and maintain effective professional relationships with all Rangi Ruru clients, staff and contractors.
   
   
   2. Ensure that all staff and client enquiries are responded to promptly and efficiently.
   
   
   3. Ensure regular liaison with all parties relevant to hires, and seek feedback when required.
   
   
   4. Ensure initiative is taken to improve customer service.
   
   
   
   

5. Health & Safety

1. 
   
   
   
   1. Comply with all health and safety obligations ensuring the safety of yourself and the team, as well as others within the school including hire clients, reporting all accidents and incidents immediately, participating in any applicable training, and communicating any health and safety issues or concerns to your Manager or the health and safety committee.
   
   
   2. Responsible for implementing the requirements of the Health and Safety at Work Act 2015 into all venues hire management plans.
   
   
   
   

6. Projects

1. 
   
   
   
   1. Assist with any other projects, or any other matter that is deemed to be in the best interests of Rangi Ruru as and when required.
   
   
   
   

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PERSON SPECIFICATION

Technical Attributes

• Proven experience in event planning and delivery


• The ability to develop and maintain good internal and external relationships


• Excellent oral and written communication skills


• Attention to detail and accuracy


• Ability to deliver innovative solutions and work in a flexible manner


• Financial and budgetary management


• Experience using software to manage online ticketing and venues, or the ability to learn this software, will be considered an advantage


• Good problem-solving skills


• The ability to represent the school at school and community events as required

Personal Attributes

• Warm personality and ability to connect with and work with people


• Ability to work ethically, purposefully, independently and professionally to achieve goals


• Enjoy working as part of a team as well as being able to work independently


• A reasonable level of physical fitness is required and involved with set up of event spaces


• Ability to manage other people and processes


• Personally and professionally reflect the Rangi Ruru values, brand and philosophy