Venue Manager

Passionate about event organization and venues? VO CITIZEN is looking for a
Venue Manager

Who we are?

VO Group - Brussels-born and bred communication agency - is one of the leading Belgian agencies specialised in powerful communication campaigns, event management, digital marketing and design.

Our underlying ambition is to create content that changes knowledge, behaviour, attitudes or policy in the private and institutional sectors and resonates across Europe and beyond.

Today, VO Group brings together 8 agencies (including VO CITIZEN) under the same roof and counts a very wide range of services thanks to the multitude of expertises and the highly skilled and talented team.

Your key responsabilities
You will be responsible for the day-to-day management of a event venues in the Convention Centre (external rentals), i.e. the logístical, administrative and commercial coordination.

Yours service will be carried out on site, ensuring good overall coordination, including contact with clients and coordination meetings with the client.

You will also have the opportunity to come and work 1 day a week at VO office.

Management of booking requests and customer contact

• Responding to availability requests
• Drawing up a quote based on the Centre's official price list and taking into account the information and programme received from the customer.
• Registering options and managing the calendar (and managing priority procedures for the Customer's events).
• Filling in the customer's precise information sheet and sending the general conditions.
• Complete and sign the standard contract
• Inform the customer of their contractual obligations in terms of security
• Provide the customer with the list of approved caterers and the contact details of the technical service provider.
• Pass on the information to the accounts department to enable them to invoice the rentals.
• Provide the customer's departments with reporting information on hires (table of hires with number of participants, etc.).
• Inform the customer's departments of the services provided by the various caterers so that their concession fees can be invoiced.

Prepare events in advance to ensure that they run smoothly:

• Inform the event manager of events and provide him/her with all the information needed to manage the event: briefing (timetables, arrangements, caterer, etc.).
• Informing the technical service provider of events and communicating the client's technical requirements.

Working with the Centre's departments:

• Working closely with the person in charge of inhouse events.
• Working with the "Facilities" department so that it is aware of events for closure, cleaning, waste (although caterers must take their waste with them) and requesting their intervention in the event of problems with the building.

General administrative management:

• Archive the documents relating to the various rentals on a shared server so that the other parties involved (stage managers, Scenology, the customer, etc.) can easily find the useful information on each rental.
• Produce and improve documents/types to standardise customer contact processes and organisation.

You will be good fit for the role if you:

• You have at least 5 years' experience in managing and organising "convention center" type events (symposia, seminars, conferences).
• You have excellent customer relations skills.
• You have excellent organisational skills.
• You are trilingual FR
• NL
• EN
• You are autonomous.
• You have good interpersonal skills.
• You are resistance to stress and ability to manage multiple tasks.

What can you expect from us?

At VO, VOtiens are provided with a stimulating environment and perks ensuring they are happy, efficient and spend quality time with co-workers.

• Access to our VO Academy & Good Habitz training program
• 360° feedbacks system
• An incredible network of top colleagues within the different agencies and a multitude of opportunities to connect during monthly afterworks and annual seminars or team buildings.
• The freedom and responsibility to shape your own role and challenge ideas as well as the opportunity to participate in the evolution of the company through our various taskforces and cooperation groups
• Work in a beautiful convention center and once a week step by at VO ; a beautiful office composed of an open space, a quiet zone, a collaborative zone, a calling booth, a kitchen with a fridge offering 100% sustainable products
• A possibility of an hybrid work environment for a good worklife balance.

Salary package & benefits
We offer a
full-time
open-ended contract with a competitive salary and attractive advantages:

• Meal vouchers
• Homeworking allowances
• Ecocheques
• ALAN health insurance
• Phone and mobile subscription provided
• Internet allowance
• Legal transport reimbursement
• Standard group insurance

Our guiding principles:
Quality - Entrepreneurship - Respect - Open mind

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