Event Coordinator, Austin Facilities Management

Event Coordinator

Under general supervision, provide technical assistance in planning scheduled events in a public assembly/event facility.

Essential duties and functions, pursuant to the Americans with Disabilities Act, may include the following. Other related duties may be assigned.

• Serves as primary department contact with event client after contracting process is completed. Assists in scheduling and booking of events.
• Conducts and coordinates pre-convention/event meetings to identify client's expectations/needs.
• Collects pre-convention/event information to ensure adequate space, personnel, equipment, etc. is available and to develop event work order. Coordinates exhibitions, trade shows, meetings etc.
• Coordinates planning sessions with parking, security, maintenance, event services, and contracted divisions. Develops/draws diagrams for convention/event set-up. Reviews/inspects work to ensure facility is ready for use. Inspects to accept/reject set-up, equipment, materials, workmanship, etc.
• Enforces rules/regulations concerning the use of facility and ensure adherence to contractual terms.
• Confers with representatives of user organizations and contractors (i.e. clients, outside food and beverage, outside audio/visual and decorators).
• Coordinates the facility/departmental operational services during events. Conducts and coordinate post-convention/event meetings to discuss any client concerns, issues, etc. that occur during the event.
• Compiles data/information for cash reports, cost estimates, revenue estimates, etc.
• Writes/drafts routine correspondence, informational reports.
• Develops and makes presentations to clients, service providers and represent facility/department as needed. Answers client/citizen questions and provide assistance.

Knowledge, Skills, and Abilities

• Must possess required knowledge, skills, abilities, and experience and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed.
• Knowledge of facility and event planning.
• Knowledge of principles and processes for providing customer and personal services.
• Knowledge of Federal, State and Local laws.
• Knowledge of city practice, policy and procedures.
• Knowledge of business and management principles involved in resource allocation, strategic planning, human resources and coordination of people and resources.
• Knowledge of principles and methods for showing, promoting, and selling products or services.
• Knowledge of marketing strategy and tactics, product demonstration, sales techniques and sales control systems.
• Skill in oral and written communication.
• Skill in handling multiple tasks and prioritizing.
• Skill in using computer and related software.
• Skill in planning and organizing.
• Skill in data analysis and problem solving.
• Ability to work with frequent interruptions and changes in priorities.
• Ability to establish and maintain good working relationships with other city employees and the public.

Minimum Qualifications

Graduation with a Bachelor's degree from an accredited college or university with major coursework in Business Administration, Public Administration, Marketing, Liberal Arts or related field plus one (1) year of relevant work experience in a convention center, public assembly/event facility or other related facility/industry. Experience may substitute for education up to the maximum of four (4) years.

Licenses and Certifications Required

None

Preferred Qualifications

• Experience in a public assembly/event facility or other related facility/industry.
• Experience working with third-party event vendors such as event, meeting and/or wedding planners, caterers, music and lighting production companies.
• Experience using booking/planning software.
• Experience with preplans/diagrams for coordinating events.
• Technical knowledge and experience with audio/visual equipment, set up and use.
• Experience customizing meetings per specialized requests.
• Experience with logistics and working with custodians, security, parking needs/requirements and maintenance.
• Proficiency with Microsoft Office Suite including Word, Excel, and Outlook.
• Ability to travel to more than one work location.

Notes to Candidate

Work Hours - 8:00 a.m. - 5:00 p.m. Monday through Friday. The schedule may vary due to event needs. Some evening, weekend, and holiday work will be required based on business needs.

Location - Austin City Hall (301 W 2nd St. Austin TX, 78701)

Salary - $57,970.00 - $70,720.00

Important Application Information – City of Austin

The City of Austin employment application is an official document. Incomplete applications will not be considered. A detailed and complete employment application is required to evaluate your qualifications and determine your salary if you are selected for the position.

• List your complete employment history, including job titles, employment dates, number of employees supervised (if applicable), and detailed job duties and responsibilities descriptions.

• Do not use statements such as "see resume" or "see LinkedIn profile."

• Resumes will not substitute for a complete application and will not be used to determine qualifications or salary.

• A cover letter is required and should describe your interest in the position and highlight relevant experience.

• All responses to supplemental questions must be supported by information in your application.

• No changes will be accepted after the job posting closes.

If you are Selected as a Top Candidate:

• We will verify your employment history, professional references, and education (including high school, undergraduate, and/or graduate degrees).

• Proof of education from an accredited institution, verification of professional licenses or certifications, and a copy of your DD-214 (if claiming veteran's preference) may be requested directly from the issuing institution or accrediting authority.

• Verification of foreign education credentials through a recognized third-party evaluation service and confirmation of accreditation status with the issuing institution and its accrediting body. Providing unofficial credentials during the application process is recommended to support meeting minimum qualifications. A formal and official verification process will be required before the offer extension step if you are selected for the offer.

Travel:

• If you are selected for this position, and meet the Driver Safety Standards in the City of Austin Driver Safety Program, you may drive when necessary to multiple locations as part of your regular job duties. Otherwise, you are responsible for getting to and from these locations.

Essential/Critical Employee Designation:

• Some positions are designated as Critical or Essential. Employees in these roles are required to report to work during emergencies or when operations are modified. This may include working from a designated site or an alternative work location.

Work Conditions:

• Work hours may vary based on operational needs and may include evenings, weekends, holidays, or on-call assignments.
• Must have the ability to read, write and speak English fluently.
• A skills assessment may be required as part of the hiring process.

Veteran Preference:

• Veteran candidates must provide a copy of their DD-214 at the interview to receive the veteran's preference.

Internal Candidates – Good Standing Policy.

Background Check:

• A criminal background check may be required, depending on the responsibilities of the position.

Please note that the Department may close the job posting at any time after seven (7) days.

Please be aware that the Job Posting Close Date reflects the final day to apply, but the posting will close at 11:59 PM the day before the date listed. All application steps, including attachments and submission, must be fully completed before that time.

We also recommend that you save or print a copy of the job posting for your records. Once a posting has