Conference Center Events & Marketing Coordinator

Event Coordinator

Starting Hiring Range: $38,549.47 - 47,223.10

Under direct supervision, markets conference center, and plans, sets-up, and coordinates events and programs to maximize usage and rental revenues while providing a high quality of services.

Essential Job Functions

• Monitors multiple lead sources including but not limited to, Tripleseat, Eventective, phone calls, emails, and walk-ins.
• Handles customer inquiries to address patron space needs and specifications; distributes promotional materials, and conducts tours of the conference center facility.
• Assists with event set up and tear down, acts as point of contact on event day providing customer service, ensuring A/V equipment setup, moving tables and chairs, and monitoring drink service.
• Manages social media posts for marketing purposes and providing updates on public events.
• Designs event signage for lobby screen according to customer color scheme and theme, to help guide guests to the event space.
• Responsible for front reception desk to include answering phones and greeting customers.
• Assists with calculating proposals to include: space use and coordinating reservation dates/ times.
• Collects deposits and rental fees, prepares bank bags for cash and checks, and sends receipts to clients.
• Prepares numbers for quarterly reports including facility usage and guest count.
• Develops and maintains client event files and records.
• Performs special assignments, research or other related duties and tasks as requested, required, or instructed.
• Performs all other duties as assigned.

Education and Experience

High school diploma or GED equivalent, is required.

Three (3) years of related work experience in event, hospitality, or service driven facility, is required.

Knowledge, Skills, and Abilities

• Advanced knowledge of city and departmental practices, procedures, and systems.
• Knowledge of facility, room, and staff capacity.
• Knowledge of audio-visual equipment, sound boards, and lighting equipment.
• Knowledge, skill, and ability to utilize telephone, fax machines, computers, and applicable software daily including, but not limited to, Microsoft Office, Microsoft Outlook, and other applicable software/applications.
• Ability to regularly interact with others and exchange and receive information, providing effective and tactful customer service, and work independently with a high level of discretion.
• A comprehensive, practical knowledge of marketing and event coordinator with use of analytical judgment and decision-making abilities appropriate to the work environment of the organization.
• Ability to manage the coordination of social media content.
• Advanced ability to be organized and have efficient management of time and deadlines.
• Advanced ability to communicate in a clear, effective, and concise manner, both orally and in writing.
• Ability to schedule a variety of events simultaneously.
• Skill in public relations and effective marketing.
• Advanced ability to interact with people in a professional and congenial manner.
• Ability to follow instructions, safety practices, and perform work accurately and thoroughly which requires performing multiple tasks simultaneously under time pressures and deadlines.
• Ability to establish and maintain effective working relationships.
• Ability to be punctual and attend work regularly.

Licenses & Certifications Must possess and maintain a valid driver's license with acceptable driving record as established by the City of Midlothian driving standards.

Work Environment Works primarily in climate-controlled office environment. Mobility within an office and event center environment is required. Physical demands are primarily sedentary in nature and require prolonged periods of sitting, walking, standing, and bending/stooping. Physical demands require occasional lifting and carrying up to 35 lbs., pushing/pulling objects up to 100 lbs., climbing stairs/ladders/step stools, and overhead reaching. Work may cause light fatigue of eyes and fingers because of routine use of motor senses, and occasional exposure to dust, odors, and mechanical and electrical hazards. May be required to work evenings and weekends schedule.