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Facility & Events Support Coordinator

International School Ho Chi Minh City (ISHCMC)
Updated: 19/07/2018

Employment Information

Benefits

  • Insurance
  • Travel opportunities
  • Allowances
  • Employee Shuttle Service
  • Uniform
  • Incentive bonus
  • Health checkup
  • Training & Development
  • Salary review
  • Annual Leave
  • Sport Club

Job Description

The job/role holder has responsibility for promoting and safeguarding the welfare of children and young person’s for whom s/he is responsible, or with whom s/he comes into contact will be to adhere to and ensure compliance with the relevant Cognita Safeguarding; Child Protection Policy and Procedures at all times. If in the course of carrying out the duties of the role, the job holder identifies any instance that a child is suffering or likely to suffer significant harm either at school or at home, s/he must report any concerns to the School’s Child Protection Officer/Designated Safeguarding Lead or to the Head or indeed to the Regional CEO so that a referral can be made accordingly to the relevant third party services.

Position Objective

The Facility & Events Support Coordinator has responsibility and oversight of the aspects of facility helpdesk, facility booking system, event planning and management, including internal and external events, and coordinate with Facilities team or other related departments to provide supports for events.

Responsibilities

The Facility & Events Support Coordinator reports directly to Senior Operations Manager on a regular basis, and perform a full range of duties, including but not limited to:

Facility Helpdesk – Ticketing system

1. Act as first-point of contact with all staff, inquirers, stakeholders and vendors on behalf of Facility Department related matters in a highly professional customer service approach.

2. Manage the Ticketing system as the primary mechanism for dealing with requests, queries and complaints including monitoring the effective turnaround and resolution of tickets

3. Interact with internal and external clients and customers and addressing issues raised effectively and ensuring resolution of the same.

4. Distribute requests and queries to appropriate team members in the department.

5. Subsequent follow up with team members on the resolving status of requests, queries and complaints.

6. Subsequent communicate with inquirers, stakeholders and vendors in the event that the resolution of issues at hand become protracted.

7. Ensure all enquiries are closed out properly in a timely manner and that the loop has been closed effectively by team members managing requests, queries and complaints.

8. Carry out regular Ticketing system reports to Senior Operations Manager

Facility booking system

1. Receive inquiries from potential external/internal customers for using Cognita schools’ venues and facilities in Vietnam (phone, email, & walk-ins), answers basic questions and provide rental information packet.

2. Take potential customers on walk-through of the facility as needed

3. In charge for proper execution of facility rentals (internal and external) by providing on-site management and/or oversight of events.

4. Coordinate day-to-day operational and ad hoc bookings for internal and external clients

5. Manage facility hire registration form, coordinate with Finance/ Accounting for preparing billing invoices and other administrative details of facilities rentals.

6. Represent the Facilities Department in inter-departmental meetings, then schedule meetings, circulate information/ documents with facilities team to support facility hire /events

7. Coordinate with Facilities team to provide supports related to facilities for events

8. Other duties that may be required by the Senior Operations Manager.

Contacts

• Management – execute plans/ events

• Students, teachers, parents – provide information, support, provide services

• Outside contractors/venders – corporation and supervision

Working Conditions

• Indoor / outdoor

• Moving around a large campus

• Offsite meetings may be required

• Being able to work flexible hours (after school hours, weekends, school holidays etc. and requires some flexibility on scheduling based upon facilities rental schedule.

Employment Condition:

Cognita Schools are committed to safeguarding and promoting the welfare of children and young people and expects all staff, volunteers and other third parties to share this commitment. Safer recruitment practice and pre-employment background checks will be undertaken before any appointment is confirmed. Appointment is subject to an enhanced Disclosure and Barring Service (DBS) check for regulated activity (if the candidate has lived in the UK) and/or criminal/police or equivalent background checks for all other countries inhabited (irrespective of whether you worked in those countries)

Job Requirement

Position Requirements

• At least 3 years of experience in a planning and coordination role with a high level of ability in prioritising multiple tasks and meeting deadlines 

• Demonstrated experience in developing strong working relationships with a diverse range of stakeholders

• Excellent customer service approach, Well-developed interpersonal skills, including influencing, negotiation, communication and liaison  

• Able to work independently or in a team, be able to stay organized while multi-tasking and work well in a fast-paced environment.

• Fluent in English and Vietnamese both speaking and writing

• Proficient in Word with knowledge of Excel, Microsoft Office, Outlook based calendar, and ability to learn new facility booking system

Qualifications

• BA in Event Management, Hospitality, Communications, or related field of study, with solid knowledge of events management or other relevant experience

• Two to four years of professional experience in job required in the events / operations space

More Information

  • Degree: Bachelor
  • Age: Unlimited
  • Job type : Permanent

Company Overview

International School Ho Chi Minh City (ISHCMC)

www.ishcmc.comCompany size: 300-500
Employment Condition: Cognita Schools are committed to safeguarding and promoting the welfare of children and young people and expects all staff, volunteers...Detail

Facility & Events Support Coordinator

International School Ho Chi Minh City (ISHCMC)

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