Staff Coordinator – Manchester

Title: Staff Coordinator
Reports To: Venue Presentation Manager
Division: Cleanevent Operations
Location: Eastlands Arena – Manchester
Salary £28,000 – £30,000

Job Summary:

Under the direction of the Venue Presentation Manager, the Staff Coordinator will be responsible for the following:

  • Administration of the CleanEvent Venue Management System (SAP/Humanforce) including rostering of day to day and event cleaning staff, managing timesheet authorisation, raising sales orders/PO’s in line with company policy, dealing with all staff queries
  • Online ordering of supplies
  • Liaising with the Venue Presentation Manager
  • Provide weekly reports to the Venue Presentation Manager
  • Liaising with the clients
  • Dealing with the recruitment for day to day and casual staff members
  • Data entry and updating the (DCR) Document Control Register for our ISO 9001 accreditation
  • Organise the induction and SWMS training process

Key Responsibilities

  • Arrange display on all whiteboards of any relevant information to assist management and staff. ToolBox information/updated policies.
  • Attend all team briefings and keep meeting notes on key issues.
  • Ensure event and day to day supervisors and the Venue Presentation Manager are aware of any staff that fail to show for a shift, including updating Humanforce.
  • Ensure roster in Humanforce is continually updated in liaison with Venue Presentation Manager.
  • Ensure all staff are registered and able to use Humanforce.
  • Ensure all paperwork relating to hiring or venue inducting staff has been completed and passed to the Payroll Department.
  • Ensure incident/accident reports are completed accurately and information passed on to the Venue Presentation Manager.
  • Answer phones and direct calls/take messages as required including instructing staff via radio for helpdesk calls.
  • Distribute emails as required.
  • Ensure all information relating to the event is recorded in the Venue Presentation Manager’s weekly Venue Diary.
  • Under the direction of the Venue Presentation Manager responsible for providing general administrative and operational support with particular responsibility for the following tasks:
    • Liaise with the Venue Presentation Contract Manager to staffing levels required
    • Ensure appropriate number of Event Administrators/Helpdesks are employed for the event if applicable
    • Roster shifts and confirm staff accordingly

    Experience & Qualifications

    • Proven experience in administrative support, ideally in the event/venue industry, or similar service related industry, in a client/contractor relationship.
    • Experience and proven ability in the use of:
      • Microsoft Word
      • Excel
    • Proven ability to deliver quality customer service both in-house and to clients
    • Proven ability to work to tight timetables and resolve issues in a dynamic event environment

    Essential Personal Qualities

    • Possess a positive attitude and be consistently reliable, conscientious and proactive
    • Demonstrate an ability to work effectively in a team environment
    • Proficient knowledge and ability to use the full suite of Microsoft Products
    • Excellent presentation
    • Attention to detail
    • Ability to prioritise and effectively manage multiple activities
    • Ability to think and work under pressure in a dynamic event environment
    • Preparedness to work flexible hours including weekends, public holidays and evenings
    • Willingness to participate in IT training
    • Possess excellent client and customer service skills
    • Be experienced in staffing management
    • Demonstrate an appreciation of compliance in Human Resources, Employee Relations, Occupational Health & Safety and Equal Employment Opportunities issues
    • Possess strong leadership skills
    • Demonstrate excellent communication skills, both written and oral.

    This job description is a guide to the work you will be initially required to undertake.  It may be changed from time to time to meet changing circumstances.  It does not form part of your contract of employment and as your experience grows you will be expected to broaden your tasks, suggest improvements, solve problems and enhance the effectiveness of the role.

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