Venue Experiences Executive
About the company
At IMBA, we create extraordinary cultural and experiential attractions that bring people, ideas, and stories together. As we scale our venue hire offering, we are seeking a Venue Experiences Executive to manage the full hire lifecycle, from enquiry and contracting to event-day delivery and close-out.
Your tasks
This is a hands-on, client-facing role that bridges sales coordination, event operations, and venue care. It suits someone who thrives in start-up environments, is detail-oriented, and can bring structure to a fast-moving, multi-event schedule.
- Venue Hire Operations & Event Coordination
- Manage venue hire enquiries from first contact through to post-event close-out across IMBA's spaces.
- Prepare venue hire agreements, and event briefs in line with approved rates, terms, and templates; route non-standard terms for approval.
- Maintain the venue calendar and availability, preventing clashes with IMBA's own programming, ticketed shows, and maintenance windows.
- Coordinate site visits, walk-throughs, load-in/load-out schedules, and technical requirements with clients and their vendors.
- Produce and maintain venue hire SOPs, event run sheets, checklists, and contingency plans.
- Client & Vendor Liaison
- Act as the main point of contact for hirers, event organisers, and their appointed vendors (AV, caterers, decorators, security).
- Manage vendor and contractor access, including insurance certificates, risk assessments, and method statements where required.
- Coordinate with the GBTB and relevant authorities on site rules, access, and event approvals as needed.
- Billing, Deposits & Reporting
- Track deposits, invoicing, payment milestones, and refunds or cancellations in line with the venue hire terms.
- Work with Finance on reconciliations, receivables follow-up, and monthly venue hire revenue reporting.
- Monitor venue utilisation, enquiry conversion, and client feedback; recommend pricing or packaging improvements to the Management Team.
- On-Site Delivery & Guest Experience
- Oversee on-site event delivery, ensuring hirers adhere to agreed event scope, capacity limits, timings, and house rules.
- Coordinate FOH, technical, and security support for each event, and brief internal teams ahead of each hire.
- Handle on-the-day issues, incident reporting, and post-event venue inspections, including damage assessment and deposit recommendations.
- Cross-Functional Collaboration
- Work with Marketing & Partnerships on venue hire promotion, corporate packages, and enquiry channels.
- Coordinate with Creative, Brand, and PMO to protect IMBA programming and venue integrity when hires are scheduled.
- Partner with HR and FOH on manpower planning and scheduling for hires, including part-timers and ambassadors.
Requirements
Preferred Attributes
- Experience in venue hire, events coordination, or hospitality/venue operations; experience in a cultural or live entertainment venue is an advantage.
- Strong client communication, negotiation, and documentation skills.
- Working knowledge of event safety, venue capacity, and licensing requirements in Singapore, or willingness to learn quickly.
- Proficiency in Google Workspace; familiarity with booking or CRM systems is an advantage.
Other
- Willingness to work evenings, weekends, and public holidays based on event schedules.