Event Coordinator

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

• 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
• 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
• Proficient in Word and Excel
• Familiar with presentation software such as PowerPoint
• 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
• Must have the physical ability to maneuver around facility(ies), standing up to 8-10 hours daily and talk and hear.

Supervisory experience preferred