Administrative Events Coordinator (Bilingual)

Job Description

Job Description

Description:

Position Purpose : 

The Hospitality and Events Coordinator plays a key role in creating a welcoming and professional experience for everyone. This role helps schedule and manage events and meetings at the Hickman Center. It also includes filling in as the Welcome Center receptionist when needed. The coordinator must be bilingual in Spanish and have strong customer service, discretion, and phone skills. They should be polite, professional, and create a welcoming experience for everyone they interact with. The job also requires understanding and respect for different cultural and socioeconomic backgrounds.

Requirements :

Education : High School diploma or equivalent.

Experience: Two years of work-related experience required. Bilingual Spanish

Functional Requirements : Supports the Hospitality and Events Manager with events, customer interactions, and occasional projects. Responsible for greeting and communicating with visitors, vendors, Board members, and staff.

Must have:

• Excellent phone etiquette, customer service, and people skills
• Strong attention to detail and organizational abilities
• Proficiency in Microsoft Office and related software
• Experience with spreadsheets, databases, and filing (paper and digital)
• Ability to manage a multi-line phone system

Requirements:

• No felony convictions or criminal offenses involving a child
• Must be 21 or older with a valid Texas Driver’s License
• Must be able to drive a company vehicle

Key Expectations/Responsibilities - Hickman Center

• Follow ACH Child and Family Services' Code of Ethics
• Help coordinate meetings, trainings, conferences, Board meetings, and special events held at the Hickman Center
• Serve as a contact person for staff, community partners, and visitors who need meeting or event space
• Provide event pricing information, prepare quotes, and confirm reservations
• Coordinate room setup, catering, technology, and other event needs
• Set up food and beverage stations for meetings and events
• Help ensure meeting and event spaces are clean, organized, and ready for guests
• Provide on-site support during events to ensure a positive experience for guests and clients
• Monitor event staff and communicate any concerns or follow-up needs to the Hospitality and Events Manager
• Schedule third-party event staff and review invoices for accuracy
• Report maintenance needs and facility concerns as needed
• Cross-train to assist with Fort Worth Laundry billing
• Assist with special projects assigned by the Hospitality and Events Manager
• Frequent computer use and typing required
• Ability to sit for extended periods and lift up to 10 pounds
• Physical duties may include standing, walking, bending, kneeling, carrying supplies, and setting up tables and chairs
• May occasionally drive to pick up catering or event supplies
• Must be available to work occasional evenings and weekends based on event schedules

Key Expectations/Responsibilities - The Welcome Center 

• Follow ACH Child and Family Services' Code of Ethics
• Provide front desk coverage when needed, including lunch breaks, PTO coverage, and unexpected absences.
• Answer, screen, take messages and direct calls using a multi-line phone system
• Greet all visitors (e.g., clients, staff, vendors) with kindness and direct them appropriately. 
• Provide excellent customer service at all times
• Manage calendars, meeting schedules, and room reservations using Outlook
• Maintain employee contact lists, photos, and security badge records
• Utilize agency databases (e.g., Evolve, DNA Fusion, security system, etc.) while maintaining confidentiality
• Keep brochures, intake packets, applications, and other materials stocked and available
• Handle incoming and outgoing mail, packages, and deliveries, ensuring timely distribution 
• Perform routine office duties such as filing, copying, scanning, and data entry
• Assist Spanish-speaking visitors and callers as needed
• Manage gate/door schedules
• Maintain security-related records and databases

Exposure to Confidential Information :

• Maintain confidentiality regarding training, personnel, and client records. Maintain high ethical standards which are outlined in the ACH Child and Family Code of Ethics.

Mailroom/Business Center :

• Monitor inventory levels, order supplies as needed, and ensure the Hickman Building remains stocked.
• Submit maintenance requests for office equipment as needed (ex: copy machine).
• Receive a variety of items (e.g., mail, special deliveries, packages, supplies, etc.) for the purpose of distributing materials to appropriate departments and parties across all ACH campuses primarily when relieving Receptionist

Maintain Kitchen Area :

• Tidy up the kitchen area and refrigerator as needed in The Welcome Center or The Hickman Center. 

Meeting Facilitation :

• Set up as needed for meetings, trainings, conferences, board meetings, external events; assist in ordering lunch, technology needs, making copies, etc. 
• Clean and reset spaces following events
• Submit maintenance needs to Facilities for Hickman Center when needed.

Other :

• Performs other related duties assigned to ensure efficiency in the workplace.

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The above noted job description is not intended to describe, in detail, the multitude of tasks that may be assigned but rather to give the employee a general sense of the responsibilities and expectations of his/her position. As the nature of business demands change so, too, may the essential functions of this position.

Education : High School diploma or equivalent.

Experience: Two years of work-related experience required. Bilingual Spanish

Functional Requirements : Supports the Hospitality and Events Manager with events, customer interactions, and occasional projects. Responsible for greeting and communicating with visitors, vendors, Board members, and staff.