Workplace Venues Specialist

As a Workplace Venue Specialist, you will own the operational delivery and logistics for events across our on-site spaces. Acting as the operational “conductor” of our venues, you’ll ensure rooms are booked accurately, configured safely to specifics, supported with the right AV and services, and reset to a high standard. Reporting directly to the Workplace Operations Manager within the Workplace team, you’ll also collaborate on broader team initiatives to deliver a world-class experience for our Wisers and contribute to key workplace projects.

You’ll support 10+ events per week on average across two primary event spaces:

• Event Space A: 200+ pax capacity, auditorium style

• Event Space B: 145 pax capacity event space, with flexibility to divide into three separate areas, 30–50 pax capacity each

In addition to:

• Training room: 45 pax Capacity

• Meeting room booking support & logistics

Key responsibilities

• Venue Scheduling, Allocation & Calendar Governance

  • Act as the primary operational owner for on-site event space bookings, configuration logic, and venue availability across all office spaces.

  • Own the master venue calendar—applying clear judgment and prioritization rules to resolve complex booking conflicts independently and transparently.

  • Evaluate event briefs and advise organizers on optimal room sizes, split-room layouts, and capacity limits, recommending usage guidelines to ensure safety and ideal space utilization.

  • Ensure end-to-end operational briefs (layout, AV specs, access/security, catering/drinks, timing, and cleaning reset) are fully captured and vetted prior to event approval.

  • Monitor booking data and space usage trends to identify operational bottlenecks. Own, refine and redefine the event support helpdesk system—continuously optimizing request workflows, tracking service SLAs, and driving process improvements to streamline how Wisers request event space support.

• Event logistics delivery (Workplace scope)

  • Translate multi-layered organizer requirements into actionable, on-site execution plans (turnaround timelines, wayfinding, space layouts, and operational supplies).

  • Coordinate independently with IT/AV, Security, Facilities, and external catering vendors—aligning timelines, setting service expectations, and handling live escalations seamlessly.

  • Exercise real-time judgment during live events to resolve unexpected operational or tech hiccups, ensuring zero impact on the attendee experience.

  • Design, maintain, and continuously refine operational playbooks and checklists for recurring event formats to drive consistent delivery standards across the team.

• On-site team leadership (Porter team)

  • Line manages the porter team, ensuring clear daily/weekly planning, task allocation, and coverage for peaks (including early/late support when needed).

  • Train and coach the team on safe set-ups, customer service expectations, space standards, and consistent execution.

  • Plan for scaling the team based on business needs as the new building opens: workflow design, role clarity, and readiness standards.

  • Manage the vendor and relationship directly with the business partner.

• Stakeholder management & service clarity

  • Partner effectively with Wiser organisers while maintaining clear boundaries of responsibility (Workplace logistics vs organiser-owned content/comms).

  • Coordinate with Security for external attendee access requirements and on-site procedures.

  • Coordinate with the cleaning vendor and Facilities Supervisor to ensure spaces are event-ready and reset to “business-as-usual” standards post-event.

  • Communicate proactively when requirements are unclear, lead times are insufficient, or plans introduce risk (capacity, safety, timings, access).

• Standards, safety & continuous improvement

  • Ensure compliance with health & safety, fire regulations, and capacity limits, including split-room configurations and egress planning.

  • Own venue operational standards: cleanliness expectations, room condition, furniture/equipment readiness, and storage discipline.

  • Track operational issues and implement improvements (e.g., turnaround times, common AV problems, recurring organiser gaps, vendor reliability).