Event Operations Coordinator
Department:
Location:
Wetherby
Job Description
EPH Creative is a unique business, as are our products, services and people. Our vision is to be the UKs leading partner for professional event design décor, through our diverse event rental ranges and bespoke build services.
We pride ourselves in producing real-world moments of WOW, crafting magical experiences that spread joy and leave lasting impressions. After 20 successful years we continue to transform the creative and themed events industry. With high profile national and international brands amongst our key clients, we consistently deliver exceptional quality in a way that’s both innovative and fun.
Working with us is a one-of-a-kind experience. We value our vibrant culture and carefully select individuals who share our passion and pride for making every event extraordinary.
To provide support to our expanding Event Management team, we are now on the lookout for an Event Operations Coordinator. The role will be the primary point of coordination for event management enquiries, responding to queries, information gathering, distributing tasks and monitoring live quotes.
To be successful in the role, you should have experience in a coordination or administrative role, coupled with strong verbal & written communication skills. You should have a supportive attitude and be willing to go the extra mile to deliver excellence for our clients. You’ll need to have a high level of organisation, productivity and planning skills alongside an exceptional eye for detail with a high level of accuracy & precision.
If you are interested in the role, please apply on our careers page with your up to date CV and a covering letter detailing why you would be a good fit for the role. If selected to move forward, you will have a short ‘getting to know you’ call with one of the events or HR team, followed by an in person interview and a skills assessment.
Responsibilities
• Manage event operation enquiries received via email (including shared events inbox) and telephone with internal & external contacts.
• Comprehensive information gathering regarding job venues, access, timings, and restrictions to facilitate accurate & timely quotations.
• Utilising internal job checklist assess and allocate enquiries according to relevant criteria and capacities, recording enquiry ownership on the relevant systems
• Coordinate planning for smaller jobs, including client communication, briefing internal parties, crew booking, and coordination of risk assessments
• Manage job queries from internal & external contacts, resolving or escalating issues as required.
• Liaise with third-party suppliers to obtain quotes, raise purchase orders, and ensure cost compliance with job budgets
• Arrange internal and external crew, third-party transport, travel, and accommodations.
• Manage subcontracted equipment, including hire and return logistics and general administration
• Follow up on pending quotes and urgent enquiries, monitor payment statuses and communicate updates to key stakeholders.
• Generate quotes for smaller jobs utilising internal rate guidelines.
• Provide administrative support to Events Management team when required.
• Assist in overseeing installation department kit ensuring adequate stock levels and equipment is checked and maintained regularly.
• Any other reasonable tasks as required.
Skills/attributes required
Knowledge and Experience
• Experience in events industry (Advantageous).
• Previous role in an office environment in an administrative position.
• Experience in cross communication between internal departments.
Skills
• Strong communication skills, both verbal and written.
• Good literacy & numerical skills
• Professional, assertive, and confident approach to work.
• Exceptional eye for detail with a high level of accuracy and precision.
• High level of productivity and work quality.
• Strong organisation and planning skills, with the ability to manage multiple projects and deadlines.
• Good time management with the ability to work well under pressure.
• Ability to interpret analytical information.
• Self-motivated with the ability to use initiative and problem solving skills.
• High level of IT literacy with the ability to learn new systems & processes quickly.
• Intermediate skills in excel, google sheets and outlook.
Hours of work
Monday – Friday 9am – 5.30pm
Benefits
We recognise that our people are at the heart of our success, and we strive to create an engaging and collaborative working environment, where every team member feels valued.
• 22 days paid holiday (rising to 25 after 3 years)
• An additional Paid days leave on your Birthday
• Company Pension Scheme
• Kitchen facilities and break out area
• Annual team events, including Family & Friends day, and Staff Party
• Borrowing of props and décor for your own personal special occasions
• Free Parking on Site
Negotiable, Dependant on Experience.