Event Coordinator

Job Description

Job Description

ABOUT THE BJCC

For over 50 years, the Birmingham-Jefferson Convention Complex (BJCC) has served as a premier entertainment destination attracting a broad array of events across a diverse collection of venues. Centrally located in the heart of Birmingham, Alabama’s Uptown Entertainment District, the BJCC campus includes Legacy Arena at the BJCC, the Coca Cola Amphitheater, Protective Stadium, BJCC Concert Hall, over 220,000 square feet of meeting & exhibition space, and City Walk BHAM, a 31-acre public outdoor space with a dog park, pickleball courts, skate park and much more. For more information visit  

Summary/Objective 
The Event Coordinator is responsible for assisting Event Managers with the managing, planning and execution of events as well as independently managing some assigned events. The incumbent will assist in coordinating events for Protective Stadium, BJCC Conventions, Legacy Arena and/or other BJCC venues. The positions is responsible for assisting with the coordination of events, providing support to fellow teammates to ensure a successful event, and ensuring each event ends with exceptional client and guest experience. This position may also provide front of house support during events to ensure an exceptional guest experience. Serve as event attendant as required or in the absence of the Event Manager. Interact with and maintain rapport with the clients, BJCC partners (service providers) and teammates. Work is subject to review through collaboration, conferences, oral and written reports.

Technical Expertise and Knowledge

Demonstrates understanding and full performance ability in each of the following:

• In support of the Event Managers, may initiate, direct and participate in pre-event planning meetings with clients and operating departments
• Ensures the completion of event work orders as directed by events team.
• Review event history file information and assist in conducting post-event meetings with the client and operating department to review and discuss services provided.
• Assists with resolving event day challenges, complaints and disputes within the context of BJCC policies and procedures and the contract with the client.
• Acts on behalf of the event management team to enforce BJCC policies and procedures, including compliance with safety requirements, and exercises independent judgment in all activities involving clients and event guests.
• Serves as event point of contact in the absence of the Event Manager.
• Services as Event Manager for small scale events, as required. 
• Assist with the review of contracts and operational schedules to ensure the dates, times, facilities and equipment indicated are correct and that all provisions have been fulfilled.
• Provide event outlines, drawings and instructions to clients, client suppliers and operations department based on evaluation of event complexity, evaluation of BJCC Complex capabilities, regulations, and policies. 
• Ensure all conflicts are communicated to the appropriate Event Managers.  
• Assists with monitoring event progress in accordance with the approved event operation plan, including floor plans, to ensure compliance.  
• Coordinate last-minute adjustments in room or equipment set-ups at the request of the client or to assure compliance with safety measures; prepare accurate statement of additional charges.
• Utilize creative tools to gather event data in order to assist in event and convention management strategic development.
• Support Events department with administrative tasks such as making copies, developing spreadsheets and writing business correspondence.
• Performs other duties as required.

Competencies
Accountability, Interpersonal Skills, Customer Service, Communication, Active Listening, Conflict Management, Technical Skills, Financial Administration, Decision Making and Judgement, Problem Solving, Results Driven, Delegation, Business Alignment, Teamwork, Organizational Skills, Training and Development.

Work Environment
This position may have a moderate to extensive stress level associated with dealing with crowds of public visitors. The environment is mainly indoors, however position may be required to work outdoors and exposed to the elements (heat, rain, etc.). 

Physical Demands

Position requires lifting, climbing, carrying, bending, stooping, squatting, and kneeling for extended periods of time. Extensive walking and or standing. Ability to lift up to 30lbs items with or without assistance, while maintaining good balance. Must be flexible enough to reach above shoulder level and be able to push and pull for brief periods of time. Visual acuity, speech recognition, and speech clarity. 

Position Type/Expected Hours of Work
This is a full-time position; hours of work must be flexible and varied to meet the demands of the events of the facility. Must be able to work extended and/or irregular hours including day, nights, weekends, and holidays, as needed.

Required Education and Experience

• Minimum of one (1) year related knowledge, experience, and skills in the hospitality industry, preferably as a meeting planner or event coordinator. 
• Bachelor’s degree from an accredited college or university with emphasis in hospitality management, business management, public administration or a related field is preferred. 
• Valid State of Alabama Driver License.

Additional Eligibility Qualifications

• Knowledgeable of established safety practices and applicable fire codes pertaining to public facilities.
• Ability to coordinate, analyze, work independently, observe, make decisions, manage multiple projects, and meet deadlines in a detail-oriented manner. 
• Anticipates problems and implements corrective actions. 
• Maintains effective relationships with public, promoters, management, BJCC partners and employees in a courteous and diplomatic manner. 
• Ability to read, analyze, and interpret general business documents, governmental regulations, read and understand blueprints and schematic designs, floor plans, etc.
• Knowledgeable with facility event industry operations. 
• Excellent oral communication, written communication, fluency in English, public speaking, active listening. 
• Strong conflict resolution skills required. 
• Exceptional attention to detail and observational skill. 
• Proficient in Microsoft Office software, to include Outlook, PowerPoint, Word, Excel, and Teams.