Event Coordinator

Event Coordinator

Position Purpose: Focuses on highly effective communication, outstanding internal/external customer service, 100% client retention, ongoing revenue generation, first-class facility presentation and continuous safety assurance. This is a part-time position involving approximately 2-3 days per week (increasing during heavier event schedules) not to exceed 122 days per year.

Essential Functions:

• Responsible for the coordination, organization and facilitation of assigned Year Round Events and assists with the overall operation of the Event Sales & Services Department.
• Meets with prospective promoters on dates available and assists with tours for potential clients. Determines facility, equipment and personnel specifics necessary to stage an event.
• Develops the contract (Rental Agreement) for the event, defining the appropriate costs, charges (fees) and regulations. Ensures that all contractual responsibilities are observed.
• Develops an Information Sheet, coordinates event work orders and staffing needs with the District's Operation Departments, including Maintenance, Event Operations, Parking Operations, Parking Sales, Guest Relations, Admissions, Technology and Reception.
• Coordinates and monitors the event needs and services of the District's Master Concessionaire.
• Acts as liaison between the District and other Year Round Tenants.
• Coordinates and monitors the event needs and services of the Wednesday night and Thursday lunch time Food Truck Program.
• Represents the District during actual events, including set up and tear down.
• Evaluates/analyzes operational issues and identifies potential problems and solutions.
• Responds to emergency situations promptly and effectively.
• Assures the readiness, opening and closing of the venue, and maintains contact with the promoter and public to ensure satisfaction.
• Continually assures compliance with venue and governmental fire, safety and security regulations.
• Compiles and reconciles all billing detail necessary for on-time event settlement and generates post event settlement sheet for assigned clients.
• Submits post event reports detailing contractual, financial and evaluation aspects of assigned events.
• Evaluates the event and makes recommendations for future events.
• Conducts pre and post event meetings with District Staff and promoters.
• Understands that the days and hours worked varies with assignments.
• Develops and maintains highly effective communication with internal and external Event Sales & Services customers.
• Assists with departmental administrative needs.
• Answers phones/voicemails and emails in a timely manner.
• Assists with reporting requirements inclusive of Upcoming Events List updates, Weekly Parking and Lighting Plan, Monthly ATM requests, Yearly Sheriff requests, Possessory Interest Report updates, Monthly Communications Calendar proofing, applicable EBMS maintenance, etc.
• At Fair time, duties will vary depending upon the need of the organization.

Qualifications:

• Must be at least 18 years of age.
• 2+ years' experience in coordinating events in a large civic center, auditorium, theater, hotel or similar environment; one year of which must have included experience coordinating staff involved in events.
• Strong planning and organization skills.
• High work standards.
• Ability to multi-task and follow up effectively.
• High degree of energy and ability to remain cheerful when faced with challenges.
• Highly effective problem analysis skills and sound judgment.
• Exhibits flexibility and demonstrates ability to meet frequent/unforeseen deadlines.
• Maintains professionalism under pressure.
• Excellent verbal, written, and listening communication skills.
• Proven ability to communicate effectively, and present to decision makers.
• Client and guest service oriented; solid sales ability.
• Proficient in MS Word, Outlook, Excel and Event Booking software program(s) or similar database experience.
• The ability to apply essential math skills.
• Self-motivated/confident.
• High degree of self-initiative.
• Works effectively in the coordination of events and dealings with team members and customers.
• General networking and telephony knowledge.
• Must be available to work all 23 days of the annual OC Fair.
• Ability to work outside the normal business day/week as demanded by events and programs.

Preferences:

• Bachelor Degree in Hospitality Management, Business Administration or similar field of study.
• Successful completion of Venue Management related course work.

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 is frequently required to stand, sit, talk and hear. The employee is occasionally required to walk; use hands and fingers to operate, handle, or feel objects, tools, or controls; and reach with hands and arms. The employee must be able to setup and tear-down folding tables, pop-up tents and other equipment as needed. The employee must occasionally lift and/or move up to 25 pounds, which requires proper bending. Specific vision abilities required by this job include close vision and the ability to adjust focus. Must be able to sit and stand for extended periods of time.

Work Environment:

Will work in a fast-paced, environment indoors and outdoors during all types of weather, plus some occasional indoor office work in a casual professional office will also be required. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually loud during the outdoor events and larger indoor events.