Event Coordinator - HQ

Title:  Event Coordinator (The House of KOKO)
Department: Private Events
Reports to: Private Events Manager
Contract type: Full-time, permanent
Salary: From £28-£30,000 per annum, dependent on experience
Working week: The role will require a combination of in-office work and onsite shifts to support with events execution*.
*The role will usually operate from 9am to 6pm Monday to Friday but will include out of hours presence to support the execution of relevant events, working closely with the event and operational team to deliver on the needs of business.

Job Summary

As Event Coordinator at The House of KOKO, you’ll play a pivotal role in delivering seamless, high-impact member events that uphold the club’s reputation for excellence. Reporting directly to the Private Events Manager and working cross-functionally with operational and commercial teams, you’ll support both the planning and execution of events from start to finish, acting as the logistical anchor and communication bridge for all internal and external stakeholders.

You’ll ensure that all event documentation is accurate and completed in advance, lead on scheduling and preparation tasks and play a hands-on role during events. A critical eye for detail, strong internal communication, and the ability to manage timelines and expectations are essential in this role, to ensure flawless delivery and unforgettable experiences.

Role & Responsibilities

Planning & Coordination

• Plan and coordinate all aspects of member and private events, supporting the team from lead generation through to post-event debrief.
• Manage function sheets, proposals and client documentation with integrity, double-checking for accuracy and completeness before internal distribution.
• Ensure all internal teams are fully briefed, updated, and aligned ahead of each event through timely communication and shared documentation.
• Lead the coordination of event logistics. set-up schedules and staffing support to menu printing and AV preparation.
• Assist with timeline and task management across multiple events, helping ensure all elements are delivered on time and to spec.
• Liaise with key departments in F&B & operations to confirm responsibilities, set-up needs, and service timing.
• Support the Private Events Manager in preparing weekly overviews, internal briefs, and reporting packs

Client & Member Experience

• Act as a professional and engaging point of contact for clients throughout the planning process.
• Coordinate site visits and walkthroughs, preparing collateral and follow-up documentation.
• Manage pre-event client touchpoints including contracts, menus, timelines, and final confirmations.
• Support communication between clients and internal teams, ensuring expectations are managed and clear throughout.
• Attend events where needed, assisting with guest management, team coordination, and troubleshooting on the ground.

Internal communication and Administrative tasks

• Maintain structured and up-to-date event files, internal trackers, and shared calendars.
• Help manage the team’s inbox, responding to enquiries and routing requests efficiently.
• Ensure the events team is aligned with wider business objectives through regular reporting and updates.
• Prepare and circulate clear, concise function sheets and summaries to all relevant departments.
• Take and distribute meeting minutes, capturing action points and following up as needed.
• Support invoice creation and timely billing, working closely with finance and management.
• Assist with CRM maintenance, tracking leads, client preferences and post-event feedback.
• Help execute commercial campaigns, event promotions and member engagement initiatives.
• Assist the Private Events Manager with operational improvements and process updates.

About You

We are looking for someone who is charismatic, solution focused, organised, well presented and energetic, with the following key attributes:

• Successful track record in a similar coordinator role in a hospitality environment, preferably with past exposure to members club, luxury brands and events
• Excellent written, verbal communication and social/interpersonal skill with diplomacy and tact dealing with a broad range of clients
• An organised and reliable persona, with excellent attention to detail in creating experiences, with fluency in reporting,
• Experience of working towards multiple stakeholders, with a proactive approach to meeting deadlines and targets.
• Actively seeking to establish trust and credibility, by ensuring excellent service

Please note we are only able to consider applicants with the right to work in the UK