Venue Experiences Executive

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.

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.

Key Responsibilities:

1. 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.

2. 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.

3. 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.

4. 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.

5. 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.

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.

• Willingness to work evenings, weekends, and public holidays based on event schedules.