Event Operations Coordinator

Job Description

Job Description

Description:

Job Summary

The Event Operations Coordinator will assist the Facilities Department by managing event software, preparing for all events, and managing the setup of all events.

Essential Responsibilities & Duties

Calendar Management/General:

• Review and confirm all events in eSpace.
• Review all details, spaces, resources, and services in eSpace to ensure proper setups. Use critical thinking skills to foresee any missing details and communicate with event administrators when needed.
• Review and add any event requests scheduled less than 24 hours before the event. 
• Add new users into eSpace and train when necessary.
• Participate in planning meetings by making suggestions, taking notes, or giving updates as needed. 
• Run hub report every Friday. Create copies so the Custodial Manager, Maintenance Manager, and Facilities Coordinator can ensure HVAC and Building Support are prepared for the events next week. 
• Sharing with the team any updates regarding upcoming event setups.
• Assist in creating a timeline for events at the South Campus.
• Mandatory event attendance. 
• Assist with answering and screening incoming calls for the Facilities cell phone. 
• Provide support as timeline dispatch at South Campus during events. 
• Generate work schedule for a minimum 2-week period for Facilities Setup team members.
• Assist with HVAC adjustments, as needed.
• Assist with management of Work Ticket and Work Order systems. 
• Assist Facilities Coordinator with loading dock organization which includes, but is not limited to, shipping, receiving, and organization of spaces. This includes staff contact for incoming items and keeping the dock clear for incoming shipments.
• Provide assistance to the Custodial Manager with custodial tasks on an as-needed basis.
• Perform other related duties not in job description that fits the needs of the Facilities Department

Setup Management:

• Setting up event spaces by arranging tables, chairs, and other equipment-based floor plans and event requirements.  
• Completing daily walk-throughs to ensure accurate and precise setup of all elements.
• Scheduling and overseeing the setup team. Ensuring the team is active throughout the day and assigning work list tasks after setups are completed.
• Assist setup team with setting up and tearing down rooms as needed.
• Ability to lift, carry, and move heavy objects.
• Ability to troubleshoot issues that may arise during the setup process.

Job Requirements

• High school diploma.
• Two (2) years of administrative experience. 
• Any equivalent combination of training and experience. 
• Called to support ministry.

Knowledge, Skills, & Abilities

• Knowledge of modern office methods and procedures, filing, telephone techniques, and office equipment; as well as English usage, spelling, grammar, and punctuation. 
• Ability to understand and control HVAC system.
• Ability to manage physical duties of the job including lifting 40lbs, bending, pushing, sitting, standing, walking, kneeling, twisting, and reaching.
• Ability to get along well with others and handle confidential matters.
• Ability to manage time and multiple priorities to meet deadlines.
• Ability to communicate effectively and professionally orally and in writing.
• Computer skills including Microsoft Suite, (Excel, Outlook, Word, and Teams). 
• Must be punctual, pleasant, and tactful with professional appearance and conduct. 
• Exhibit professionalism and always maintain confidentiality. 
• Capacity to interact positively with and provide service to others at all levels within James River Church. 
• Ability to establish and maintain effective working relationships with supervising personnel, coworkers, civic organizations, business professionals, and the public. 
• Exhibit good judgment, honesty, integrity, responsibility, and punctuality through the utilization of professional work standards. 
• Ability to work in a fast-paced environment while meeting critical deadlines. 
• Must have strong analytical skills. 

Code of Conduct and Character

James River Church is Pastor-led, and staff driven with board oversight. James River Church staff are expected and considered to share in the responsibility of practicing and propagating the Christian gospel message and upholding the doctrine of the Church (the employer), as stated on our website and in our Bylaws. As leaders and ministers of the gospel, staff therefore agree to the following:

1. Develop and maintain a close personal walk with the Lord including:

a. Daily devotional time with the Lord.

b. Daily dependence on the empowerment of the Spirit.

2. Develop a strong marriage and family life. This includes:

a. Communicating and sharing with your spouse.

b. Spending time together on days off and when extra time is available.

3. Keep personal finances in order with no delinquencies.

4. Attend all regularly scheduled services in the church. Special services and functions will be required as deemed necessary by the Lead Pastor.

5. Maintain a high level of personal integrity, honesty, and confidentiality in dealing both with the staff and congregation.

6. Maintain a Christian outlook and attitude at all times.

7. Maintain loyalty to the staff and church, actively promoting unity within the church.

HEART BEHIND ALL WE DO

JOY

Smile at EVERYONE you encounter! 

• “Rejoice in the Lord always. I will say it again: Rejoice!” Phil 4:4 (NIV) 
• “In your presence there is fullness of joy; at your right hand are pleasures forevermore.” Ps 16:11 (ESV) 

ENTHUSIASM  

Be enthusiastic about your role, about the church, & about what God is doing in your life and in the church.   

• “Zeal for your house has consumed me…” Ps 69:9 (ESV) 
• “I was overjoyed when they said, ‘Let’s go up to the house of the Lord.’” Ps 122:1 (TPT) 

ENCOURAGEMENT

Be encouraging with your countenance, with your words, and with your actions to the team and to everyone you connect with as you serve! 

• “So encourage each other and build each other up…” 1 Thess 5:11 (NLT) 
• “…Look for the best in each other and always do your best to bring it out.” 1 Thess 5:15 (MSG) 

LOVE AND CARE –

Show compassion & represent the love of Jesus! 

• “Dear friends, let us continue to love one another, for love comes from God.” 1 John 4:7 (NLT)
• “Love each other. Just as I have loved you, you should love each other.” Jn 13:34 (NLT) 

SERVANT - MINDED

How can we help you with what you need? If needed, connect the individual to someone who can help. 

• “God has given each of you a gift from his great variety of spiritual gifts. Use them well to serve one another.” 1 Pt 4:10 (NLT) 
• “For even the Son of Man came not to be served but to serve others and to give his life as a ransom for many.” Mt 20:28 (NLT) 
• “…Through love serve and seek the best for one another.” Ga 5:13 (AMP)