Event Coordinator

Reports to: House Director

Everything we do is permeated by the fundamental goal of the business to create high member satisfaction, profitability, long-term thinking and in all work prioritize sustainability. We work towards clear and challenging goals and carry out our assignments based on A house’s overall goals. We are constantly testing, rethinking and innovating to develop our business and set an example for our members and the international market.

About the role

As an Event Coordinator, you will be an important part of our team and responsible for ensuring that our event spaces are used in the best way possible and that each event – internal and external – is delivered with the highest quality. You will take care of the customer journey before, during, and after the event, with the goal of creating security, professionalism, and an experience that makes the customer want to return to A house. The role also involves upselling and profitability optimization related to the event business.

You will work closely with colleagues within A house, our members, as well as external customers and suppliers. A strong service mindset and the ability to create positive experiences are crucial.

The role involves flexible working hours and may require on-site work during events, primarily at A house Katarinahuset.

1. Main tasks

Coordination before event

Coordination begins after a signed agreement and handover from the Event Sales Manager.

· Contact with the customer to review the agreement and expectations

· Invitation to view the premises

· Identify and actively work with upselling (e.g. food, beverages, staff, technology)

· Ensure that all additions and bookings are registered in the CRM system Lime

· Establish a schedule for the event

· Communicate and book external catering, technology, cleaning and furniture if needed

· Ensure that all involved staff (internal and external) receive relevant information

Production during event

· Ensure that the event is carried out according to plan and runs smoothly

· Responsible for furnishing premises (heavier furnishings in collaboration with the team)

· Be on site before the customer’s arrival or ensure that the site manager is

· Welcome and receive customers during the day or ensure that the site manager does so

· Ensure that premises, technology and staff are prepared and briefed

· Responsible for simpler catering that does not require external staff (e.g. coffee and snack buffets)

· Identify opportunities for upselling even during ongoing events

· Update the CRM system Lime with any changes or additions

Follow-up after event

· Ensure correct and timely invoicing via Lime

· Provide feedback to the customer to follow up on the experience and customer satisfaction

· If necessary, alone or together with the Event Sales Manager, book a follow-up meeting or return visit

· Participate in evaluation meetings for larger events and projects

Examples of other tasks

· Ensure that the event premises are clean, representative, functional and in good condition

· Hold viewings of event premises for potential customers

· Responsible for handling, ordering and stocking of beverages

· Report weekly on upcoming events to the House Director and the team

· Actively work to develop service, content and follow-up with a focus on customer satisfaction

· Responsible for order, function and safety in the event premises

· Ensure compliance with fire protection, closing and security routines

· Responsible for the safety of staff and guests during events

· Ensure that sound levels and rules of procedure are followed

· Keep information about event premises updated

· Ensure that the Front Desk and other teams are informed about ongoing and upcoming events

· Participate and support internal events as time permits

· Support the Front Desk when needed

Personal characteristics

· Curious, creative and solution-oriented

· An obvious team player

· Strong relationship builder with an interest in long-term customer relationships

· Goal- and business-driven with an interest in upselling

· Proactive, structured and independent

· Thrives in a dynamic environment with a high pace and many points of contact

· Has a genuine interest in creating and implementing successful events

Other

If you are interested in the position as Event coordinator at A house Katarinahuset, you are welcome to send your application containing CV, personal letter and two references to fatima@ahouse.se.

All A house staff are expected to be pleasant, professional and to put the satisfaction of members and customers first. As the organization is small, all employees share the responsibility to take responsibility for handling things that otherwise risk falling through the cracks.