Systems & Experience Coordinator

Nestled within a historic estate in the heart of Kent, Chilham Castle is a distinguished 16th-century property with a legacy spanning centuries. The Castle continues to serve as a private residence and a venue for curated events, cultural gatherings, and private functions, requiring disciplined operational oversight and refined service standards.

As the estate evolves, we are building a team of capable and forward-thinking individuals who can balance heritage preservation with professional operational excellence.

Job Overview:

We are seeking a highly organised, systems-oriented, and proactive Operations & Compliance Coordinator to join our team on a full-time basis.

This role combines structured compliance oversight with active involvement in event planning and estate operations. It requires an individual who understands that strong systems and documentation underpin seamless event delivery and estate management.

The successful candidate will be comfortable navigating both structured regulatory environments and the dynamic nature of live events, maintaining composure and professionalism at all times., Compliance & Health & Safety

• Maintain and continuously update estate-wide risk assessments and compliance documentation.
• Oversee health & safety records, maintenance registers, and contractor certifications.
• Ensure all documentation remains accurate, accessible, and audit-ready.
• Monitor corrective actions and follow through on compliance improvements.
• Liaise with external consultants, contractors, and insurers as required.

Event Planning & Delivery

• Support the planning, coordination, and execution of estate events.
• Assist with supplier coordination, production timelines, and logistics management.
• Contribute to event décor direction, including floral coordination and spatial presentation.
• Be actively present during event build, delivery, and breakdown phases.
• Maintain detailed operational checklists to ensure smooth execution.

Systems & Estate Operations

• Develop and refine Standard Operating Procedures (SOPs) across departments.
• Manage event calendars and coordinate internal operational communications.
• Identify operational inefficiencies and propose practical system improvements.
• Support estate-wide projects as required.
• Assist with logistical coordination across the estate, including transport and supplier movements.

Operational Resilience

• Demonstrate flexibility and professionalism in high-pressure or evolving operational situations.
• Respond calmly and constructively when unexpected challenges arise, ensuring solutions are found and standards maintained.
• Support wider estate needs when required, stepping beyond defined responsibilities to ensure continuity and excellence of service., * 40 hours per week (Monday-Friday baseline).
• Flexibility required in line with event schedules and operational needs.
• Based primarily at Chilham Castle Estate, Kent.

Do you have a valid Driving License license?, Do you have experience in Events management?, * 2-4 years' experience in hospitality, estate management, operations, or event coordination.

• Strong understanding of health & safety and compliance frameworks.
• Experience supporting live events or high-end private functions preferred.
• Confident in documentation management and process implementation.
• Full UK driving licence required.
• Proficient in Google Workspace, spreadsheets, and project management tools.

Personal Attributes:

• Highly systems-oriented with exceptional organisational discipline.
• Detail-focused with a methodical approach to operational oversight.
• Calm under pressure and solution-driven in approach.
• Professional, discreet, and confident in high-standard environments.
• Interest in heritage properties, culture, literature, design, spatial presentation and spirituality.
• Adaptable and flexible, understanding that event-led operations require evening and weekend commitment., * Events management: 2 years (preferred)

• Competitive salary commensurate with experience, with scope for progression as responsibility grows.
• Opportunity for progression and increased responsibility over time.

Job Types: Full-time, Permanent

Pay: From £28,000.00 per year

Benefits:

• Company events
• On-site parking
• Sick pay