I am currently working with a top 10 global professional services company that are currently looking for a Facilities Events Lead to work onsite at one of their end clients for a permanent opportunity in Madrid.
The Facilities Events Lead will be responsible for managing, coordinating, supporting and facilitating all client events onsite and in supporting client events off site. They will be supported by and manage the Madrid Events team consisting of an Events Administrator as well as Facilities Events Technicians. This is an excellent opportunity for an experienced Events professional looking to join a fast paced and dynamic team.
First point of contact for all Client Events including the management of the Client Events IT systems.
Coordinate and oversee all furniture set-ups for events and conference rooms both on-site and offsite.
Management of Facilities Events Technicians and Events Administrator, coordinating their daily and weekly schedules as well as facilitating their professional development through training, coaching etc.
Regularly work with external contractors, e.g. cleaning, set-build crews, production crews and event hosts
Manage work permits and public liability insurance for external vendors
Resolves problems associated with all event services including janitorial, parking, conference rooms, interior furnishings, fixtures and equipment.
Owner of internal events booking system, and first response to all tickets raised.
Manages all event space diaries through the shared events calendar on Outlook Calendar
Leads planning meetings with external clients and vendors to discuss all event requirements in the lead up to each event, as well as liaise with the client during the event to proactively action any last-minute requests
Provides support for guests, visitors and employees relating to all events
Conducts N00bs presentations on a regular basis
Where required, will support internal events at off-site locations close to the office, including company parties, Hackathons and Engineering events.
Assists with resourcing external vendors for furniture/decorations/floral arrangements etc., as well a with booking events entertainment
Conducts high-level office tours on behalf of the Facilities team and/or clients
Carries out quality audits of all event spaces, furniture and equipment on a regular basis, logging all issues and ensuring actions are completed on time
Provides support for meetings and conference room reservations, as needed and directed.
Responsible for Health & Safety during events, including contractor supervision, reviewing of H&S documentation and working closely with the client Health & Safety Manager.
Provides weekly, monthly and quarterly reports to both the company and client Facilities Management and the client Global Events Team Management.
Works within the Facilities team to ensure office space is kept to a high standard and all processes are adhered to, including walk-rounds, health and safety management, contractor management etc.
Ensures appropriate follow up with customers
Regularly work with the Facilities department on Facilities related tasks, as raised by the client and team
Work with the internal Task system to keep track of all requested Facilities work and close out actions
according to SLAs., together with the Events Administrator
Sync with the Clients Global Events Team and supports events across EMEA.
Manages Parking space, working closely with Building Management
Manages office amenities such as Massage Mondays, Pop-up Shops, Wellbeing Wednesday, gym memberships/discounts etc.
Acts collaboratively to solve problems and resolve spontaneous and unique situations with professionalism and service orientation.
Seeks to continuously improve processes, systems and overall client satisfaction
Essential skills and experiences:
An experienced event professional with a minimum of 2 years in a related role, within hospitality/facilities environment
Experienced in an event management or coordinator role working within an event, hospitality, social media environment and /or Facilities environment
A graduate or have an event qualification desirable but not essential
Highly customer service focused
Able to multitask and always maintain professionalism under stressful situations without supervision
Proficient in MS Office, Outlook, and possess excellent written and verbal communication and people skills
Experienced in working in a fast-paced, corporate multinational environment
Able to demonstrate flexibility in relation to type of works carried out and availability (essential)
Experience in a hands-on role working within an events environment and facilities environment