Special Events Coordinator

Job Description

Job Description

The Special Events Coordinator is a hands-on position, touching all aspects of special events/building rentals from prospecting to successful event execution. This position prioritizes client satisfaction through the delivery of personalized service for all events including weddings and corporate receptions. The coordinator is specifically accountable for the production of each event and success metrics.

This position will also assist in the implementation of revenue generating events, including the After Hours series and Aquarium Aglow. Event coordination may also include other revenue generating events.

Essential Functions:

• Maintains best practices with current contracts and client paperwork to ensure consistent operational, reservation and billing processing.
• Handles incoming sales, client, and vendor phone calls and coordinates personalized site visits to organize details and logistics, ensuring excellent customer service.
• Jointly responsible for the upkeep of CRM database to maintain client sales records.
• Sends building rental invoices to clients, processes payments, and sends receipts.
• Gathers all pertinent information from clients and planners ahead of each event, to include the layout, timeline, and vendors list.
• Supports, and acts as lead event host for start of evening events. Actively oversees all aspects of event from the arrival of the first vendor through introduction of event hosts to client. Some events will require this position to stay during the duration of the event.
• Implements the production plans for After Hours and other revenue generating events to increase revenue and use of the facility.
• Reviews event practices and collateral from other venues to provide feedback on best practices ensuring Aquarium events remain responsive to the marketplace and exceed client expectations.
• Acts as event liaison with the internal Aquarium departments such as Environmental Services, Security Operations, Advancement, Education, Guest Services and Facilities.
• Develop familiarity with all Aquarium exhibits, services and events in order to become an information resource to our guests.
• Regularly attends monthly event operations meetings.
• Adhere to all Aquarium policies and procedures.
• Other duties as assigned.

Other Duties and Responsibilities:

• Actively participates in networking functions in which industry peers, event planners and catering captains attend, including but not limited to Charleston Bridal Association and CVB Travel Council.
• By anticipating client needs, identifies opportunities for upselling additional Aquarium offerings.
• Works with internal departments to assist in maintaining a standard for internal special events including sharing all necessary requirements when properly scheduling an Aquarium event.

Knowledge, Skills, and Abilities:

• Must be a positive team player and self-motivated
• Strong grasp of the hospitality industry
• Excellent organizational and professional communication skills are essential
• Proficiency in Microsoft Office is required
• Experience with CRM software
• Able to manage multiple tasks in a high-energy environment with meticulous attention to detail
• Required to work a flexible schedule, including late nights, weekends and holidays
• Capable of making win-win decisions under pressure

Education and Experience Required:

• Prefer an associates or bachelor’s degree with a hospitality focus
• Prefer two years hospitality or event planning experience
• Previous experience working at event venues is a plus

Licenses and Certifications Required:

• Valid Driver’s License
• First Aid and CPR Certification (training provided)

Supervision of others:

• Trains and mentors part-time Special Event Hosts.
• Serves as a point person for After-Hours staff, vendors, and volunteers.

Physical Requirements:

• Often requires walking, standing; Average bending, crouching, carrying up to 50 lb, kneeling,

Working Conditions:

• Flex schedule- This position typically works Tuesday – Saturday from 11am-7pm on event days. When no weekend events are being hosted, the schedule will shift to 9am-5pm Monday – Friday.
• Some events will require this position to stay during the duration of the event including July Fourth and New Year’s Eve, and other holidays.
• Often requires contact with the public, rotating shifts, contact with vendors, weekends and occasional late nights, wearing a radio