Job Description

Venue Hire Coordinator

Job Summary

Reporting to:

Head of Programme and Events

Contract:

Permanent

Salary:

27,700 - 33,800 pro rata

Hours:

20 hours per week. Some evening and weekend work may be required.

Location:

Charleston in Firle (BN8 6LL) and Charleston Lewes (BN7 1FB)

Please visit our website for more details: www.charleston.org.uk/get-involved/

If you wish to apply for the role, please email your application to jobs@charleston.org.uk.

The Venue Hire Coordinator plays a key role in supporting Charleston's

commercial events programme, ensuring the smooth planning and

administrative delivery of venue hires, workshops, and internal events.

This is a varied, dynamic role ideal for someone who thrives on organisation,

customer service, and getting stuck into the full event lifecycle.

Due to the part-time nature of the role, the Coordinator's presence may not

always coincide with on-site event delivery. In such cases, they will ensure

comprehensive handovers, schedules and documentation are prepared for Duty

Event Managers or freelance supervisors to follow. The role's core focus is pre event

planning, coordination and administrative delivery rather than on-site

management.

Responsibilities

Event Administration & Coordination

Maintain and update the central venue hire and events calendar, ensuring accurate records of confirmed and provisional bookings. Track event progress from enquiry to delivery, maintaining clear documentation across CRM systems, shared drives and internal trackers. Prepare and issue venue hire agreements, coordinating signatures, insurance, and compliance paperwork. Collect and review Health & Safety documentation, including risk assessments, insurance certificates, and PAT testing evidence. Draft and update risk assessments, staffing plans, production schedules and event handover documents for all confirmed hires. Support the Events Manager with procurement and supplier coordination, ensuring orders, deliveries and schedules are confirmed in advance.

Communication & Client Liaison

Act as a point of contact for event clients, suppliers and freelancers-- ensuring all parties receive clear, timely information. Liaise with external suppliers (caterers, AV, marquee companies, florists, etc.) to confirm logistics and site access. Circulate event briefs and handovers to Duty Event Managers, FOH teams and security as required. Support clients through the enquiry process, providing venue information, quotations, and site visit coordination.

Event Documentation & Reporting

Ensure all event folders (digital and physical) are well-organised, complete and up to date. Collate post-event feedback and assist with evaluation reports, ensuring lessons learned are captured and shared. Maintain template documents such as contracts, risk assessment forms and supplier lists. Support the development of standard operating procedures (SOPs) to streamline event delivery.
Application deadline: 9am, Friday 12 December 2025

Interviews: w/c 15 December at Charleston in Firle (BN8 6LL)

To apply, please email a covering letter of no more than 2 pages detailing how

you meet the person specification, along with a CV to jobs@charleston.org.uk.

Job Types: Full-time, Permanent

Pay: 26,100.00-29,600.00 per year

Benefits:

Casual dress Discounted or free food Employee discount Free flu jabs Free parking Health & wellbeing programme On-site parking Work from home
Work Location: In person