Event Coordinator

Event Coordinator

Reports To: Events Manager / Director of Event Services

FLSA Status: Salaried Exempt

Position Summary:

Provides professional client services support in the planning, organization and management of events within the facility, and monitoring the logistics of these events, and all event coordination tasks after events are booked through the conclusion, by performing personally or through subordinates the following duties:

Essential Duties and Responsibilities:

• Manages all events inclusive of full exhibit hall /Municipal Auditorium (primarily SCC).
• Advises, guides, counsels and meets with assigned clients as necessary regarding all event details and logistics.
• Gathers and organizes all information pertinent to the event such as scheduled and meeting room requirements.
• Advises clients on the operational procedures, policies, rules and regulations and deadlines of the facility.
• Quotes prices for operational and labor services not specified in the Event License Agreement.
• Provides clear, concise, and timely communication of detailed requirements to the operational department.
• Process last-minute changes requested by clients and alerts internal departments and/or service contractors as necessary.
• Must be present during the execution of the event and serve as manager on duty as required.
• Coordinate, schedule and host weekly upcoming meetings
• Provides creation of preliminary event estimates and other information requested by clients prior to the event being held.
• Supervises staff and oversees all aspects of facility operations related to events.
• Meets with client groups to plan and organize assigned meetings and/or events.
• Coordinates activities with the various service contractors for assigned meetings and/or events.
• Guides clients in preparation of events by interpreting and explaining contract provisions, policies and procedures.
• Keeps clients informed as to status of deadline schedules, including but not limited to floor plan submissions, meeting room set-up specifications, insurance requirements and other relevant details.
• Prepares cost estimates and monitors final billing.
• Provides clear, concise, and timely communication of detailed requirements to operational departments. Assists in scheduling operational set-ups to provide equipment or services needs. Monitors and supervises facility set-up when necessary.
• Assists in training event services staff.
• Serves as primary liaison between clients and facility departments.
• All other necessary duties as assigned.

Event Administration:

• Prepares and distributes to client and internal department in a timely manner and event document detailing all information required for the execution of the event.
• Maintains documentation of all contracts and correspondence related to definite sales accounts.
• Accurately input and update all information pertinent to definite sales accounts into Venue Ops.
• Prepares reviews and completes final event settlements. Handles subsequent inquiries regarding event settlements.
• Research, review and recommend equipment, materials and supplies required in providing event services and planning.
• Represents department at site visits and pre-planning meeting as requested by Events Manager/Director of Operations.

Internal Communications:

• Meets with internal departments as necessary to discuss event requirements. Holds pre-event meetings with client and internal departments to review event requirements and logistics.
• Attends department meetings as required

Other:

Performs related duties as assigned by the Events Manager/Director of Operations

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience:

Bachelor's degree (B.A.) from four-year college or university

1 to 2 years related experience and/or training

Or equivalent combination of education and experience

Working knowledge of the principles of facility management, services and equipment for a similar facility

Skills/Aptitudes:

Excellent organizational, planning and interpersonal skills

Good written and verbal skills

Ability to prioritize multiple projects

Demonstrate problem-solving and communication skills

Supervisory experience preferred

Professional presentation, appearance and work ethic

Computer Skills:

To perform this job successfully, an individual should be proficient in Word and Excel

Familiar with presentation software such as PowerPoint.

Other Skills and Abilities:

Ability to work under limited supervision and to interact with all levels of staff, including management. Ability to work long and irregular hours that may vary due to functions and may include day, evening, weekends and holidays.

• Solid knowledge of principles and practices of personnel administration
• Strong analytical and problem-solving skills
• Excellent interpersonal skills essential

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee may be required to work both indoors and outdoors as required by the function. Must have the physical ability to maneuver around facility(ies), standing up to 8-10 hours daily and talk and hear.

Note: The essential responsibilities of this position are described under the headings above. They may be subject to change at any time due to reasonable accommodation or other reasons. Also, this document in no way states or implies that these are the only duties to be performed by the employee occupying this position.

ASMGlobal is an Equal Opportunity/Affirmative Action employer, and encourages women, minorities, individuals with disabilities, and protected veterans to apply. VEVRRA Federal Contractor.