Events Coordinator (fixed term maternity cover)

Working hours: 1 year, full time, fixed term contract, 37.5 hours per week

Starting date: 1st April 2026

Location: The Pencil Factory, Keswick, Cumbria

Reports to: Events Manager

The Event Co-ordinator is responsible for planning, organising, and delivering all types of event bookings from initial enquiry through to successful completion. This role involves liaising with clients, suppliers, and internal teams to ensure each event is carefully planned, well prepared, and delivered to a consistently high standard for both returning and new clients.

Responsibilities include:

Enquiries:

·         Making official contact with potential clients.

·         Arranging site visits – flexible to accommodate client’s needs.

·         Phone conversations / email communication to assess event needs.

·         Producing event / hire quotes using pricing structure, to be approved by line manager.

·         Communicating and agreeing pricing with client and following up with booking form / deposit invoice to secure booking.

On-site co-ordination

·         Submitting room setup requirements to Site Team and signing off completion.

·         Pre-event checks of venue / car parks / access.

·         Opening Site / Meeting Client / Communicating Fire, Safety and Site Procedures to Client.

·         Host or organise Caterer / refreshments.

·         Conducting site closure procedure.

·         Recording and submitting maintenance requests to Site team

·         Sending out feedback forms to clients to ensure continuous improvement and reviewing events internally with Facilities Team.

Person Specification

Essential Skills & Abilities

Excellent interpersonal and communication skills, both written and verbal. An ability to communicate in a way that is gospel-focused and grace-driven, whilst delivering business needs.

Strong organisational and time-management skills.

Ability to manage multiple tasks and priorities simultaneously.

Confident user of Microsoft Office software.

Ability to deal with all types of customers.

Essential Personal Attributes

·         Wholehearted belief in and commitment to KM's statement of beliefs and values - About Keswick Ministries - Keswick Ministries

Empathetic and approachable with a genuine passion for customer satisfaction.

Highly organised with strong attention to detail.

Flexible approach to working hours, including evening and weekends when needed.

Proactive and solution-focused with a flexible approach.

Ability to work independently and as part of a team.

Desirable Criteria

Previous experience in event co-ordination, hospitality or customer service.

Proven ability to plan and co-ordinate events from start to finish.

Knowledge of UK Food Hygiene and Health and Safety procedures.

Strong working knowledge of audio, lighting, video, and staging equipment.

Experience coordinating events with AV or technical elements.

·         Strong problem solving skills with the ability to react calmly under pressure.