Event Specialist

Event Specialist

HIRING RANGE: $23.78 - $27.35 hourly; $49,471 - $56,891 annually

Open until filled. JOB SUMMARY

The Event Specialist performs responsible and semiskilled work involving provision of customer service, takes facility, shelter, and athletic field reservations, collects fees, assists, and implements service delivery during special events and programs; works at specialized facilities, opening and closing for events, does related work as required in support of the Facilities Maintenance Department. Reporting to the Facilities Maintenance Crew Supervisor, the Event Specialist works under moderate supervision sufficient to monitor progress and achievement of key performance indicators.

ESSENTIAL JOB FUNCTIONS The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment of the position.

• Greets and assists patrons, collects fees, assists with implementing activities.
• Answers telephone calls in relation to events responding to all voice-messages within 48 hours. Schedules and maintains facility reservation calendars for Special Events as well as for Events to be held at City Hall, and the Train Station.
• Performs all responsibilities and completes all documentation as it relates to reports associated with facility usage, to include the reservation application process, facility tours with clients, preparing room diagrams, facility contracts, maintaining, facility deposits, and processing of customer invoicing, ABC permits, sound ordinance, certificate of insurance and the City facility use policy, to ensure rental compliance with all laws, regulations, codes, and policies.
• Assist the Facility Maintenance Crew Supervisor with staffing input in relation to Facility Events to ensure that all events and programs are adequately staffed and that all perimeters are covered as it relates to schedules.
• Supervise assigned Part-Time staff, as it relates to events calls, logging of data, and Operations Specialist training, and weekly completion of event clipboards.
• Prepares/delivers weekly reports and call logs to the Facilities Maintenance Director, as well as tracks and reports satisfaction surveys to facility reservations and programs, as needed.
• Maintains and inventories related facility resources, such as but not limited to linens, catering items, tables, and chairs, coffee supplies, facility floor mats and any other supplies associated with events that are approved by the Facilities Maintenance Director.
• Works with internal and external service providers to ensure smooth delivery to internal and external facility users, at City Hall and the Train Station.
• Maintains facility reservation budget, providing needed documentation to the Facilities Maintenance Director for the future budgeting needs expenditures, and expansion request.
• Included but not limited to preparing reports and updating account credits; entering requisitions, and processing POs, as well as completing check requests as needed.
• Assist the Facilities Maintenance Crew Supervisor, with program facility operations, including inventory control, purchasing supplies and materials associated with Events/facilities.
• Responsible for coordinating the transfer of relative information to the Communications Department for website updates, as it relates to any updates/changes to Facilities/Events/Special Events.
• Finalize diagrams of rentals and transport to the Facilities Maintenance Crew Supervisor, within 72 hours of each event for proper and efficient setup at City Hall and the Train Station.
• Maintains records and reports as related
• Serve as the primary point of contact for Events at City Hall & the Train Station and Special Events as well as assist the Facilities Maintenance Director with the management of the Special Events Committee and all processes associated.
• Performs related tasks as required.

Typical Qualifications

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES

• General knowledge of Event Space Coordination.
• Excellent computer skills, including proficiency in Microsoft Office, Munis, and familiarity with scheduling and ticketing systems, as well as operation of Work Order Systems, and Munis and Kronos.
• Excellent organizational skills.
• Excellent customer service skills.
• Ability to understand and follow oral and written directions.
• Ability to perform mathematical calculations.
• Regular, in person attendance.

REQUIRED EXPERIENCE AND TRAINING High school diploma or GED. Three to five years in event planning or public-facing customer service work experience.

PREFERRED EXPERIENCE AND TRAINING Associate or bachelor's degree in event planning/coordination, or related field preferred.

SPECIAL REQUIREMENTS A NC Class C Driver License must be obtained and maintained for the duration of employment

Other Necessary Requirements

JOB RELATED PHYSICAL ACTIVITY REQUIREMENTS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. If requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship.

This position primarily operates in an office setting, performing mostly sedentary work. Physical activity related to this position may include constantly operating a computer and other office productivity machinery, such as a calculator, copy machine and printer, frequently moving about the office to access file cabinets, office machinery, etc. and communicating information and ideas so others will understand. Sufficient visual acuity is required to prepare and analyze data and figures and do extensive reading. May require physical exertion of up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to move objects. An employee in this position will not be substantially exposed to adverse environmental conditions.