Specialist, Conference Center Events

Oversees the scheduling, coordination, and execution of all internal and external events at the Miller Conference Center. Serves as the primary point of contact for event stakeholders, ensuring a seamless planning experience and high client satisfaction. Supports clients with event design, logistics, and on-site requirements for an average of 160+ events each month. Acts as the liaison between clients and catering services, outside vendors and specialized AV vendors. Provides Host staff with comprehensive event details, including AV requirements, staging, lighting, vendor setups, maps, and catering specifications—to ensure accurate and complete event execution. Manage all departmental electronic files and coordinates shipping and receiving event materials. Handles the full financial workflow for events, including preparing invoices, processing refunds, reconciling accounts, generating aging reports, and conducting account collections when necessary. Ensures all billing activity is accurate, timely, and aligned with departmental policies. Communicates VIP attendance to appropriate personnel to ensure proper safety protocols are in place. Essential Duties & Responsibilities Schedule and coordinate all events at the Miller Conference Center, including classes, workshops, meetings, conferences, expos, vendor shows, weddings, and memorials. Manage daily operations of the event office by responding to client inquiries, providing facility information, and processing reservation requests. Create event proposals for venue inquiries. Conduct sales tours to promote facility spaces and maximize event success. Enter event and payment information into 25Live and maintain accurate event records. Prepare and distribute event documentation, including contracts, confirmations, invoices, logistical details, maps and other event specific materials. Verify proper insurance coverage for each event. Generate confirmation letters with prepayment requirements; calculate and communicate costs for event space, equipment and services. Maintain organized electronic filing systems for tentative, confirmed, daily, and permanent event records; create time-sensitive “tickler” files for upcoming events. Maintain knowledge of event spaces, capacities, fire codes, and available audio/visual equipment. Conduct client callbacks to gather updated event details and schedule final walk-throughs to confirm setups and resolve outstanding issues. Document all event changes in scheduling software, event books, and time-sensitive files for additional charges incurred. Manage invoicing, IDB’s, reconcile accounts, secure client deposits and final payments, oversee aging reports, and follow up on past-due invoices. Request refunds and ensure all financial documentation is accurate and compliant with departmental policies. Perform confirmation callbacks to verify event setups, equipment needs, and service requirements. Train new Event Consultants and assist in training Host staff on policies, procedures, and operational workflows. Assist the Manager in streamlining processes to improve departmental efficiency, implement new procedures, interview and train new employees. Provide exceptional customer service to clients, faculty, staff, and campus visitors; offer directions and general assistance as needed. Protect confidential client information and support contract compliance. Distribute event specific information to third party event consultants, Host staff, custodial and outside AV vendors and catering companies and SLCC Public Safety and IT when applicable. Prepare weekly event schedules to campus departments for operational planning. Maintain weekly event schedules and callback books; complete post-event updates in files and software. Perform other duties as assigned. Knowledge, Skills & Abilities Comprehensive knowledge of facility rental spaces, capacities, and utilization requirements. Understanding of College policies, procedures, and facility-use guidelines. Ability to manage electronic files, including contracts, setup maps, confirmations, cancellations, refunds, and payment receipts. Strong business English and math skills. High attention to detail with the ability to manage multiple tasks and shifting priorities. Excellent computer proficiency: word processing required. 25Live or other event management systems experience preferred. Strong organizational and time-management skills with the ability to work effectively under pressure. Strong communication and customer service skills, with the ability to work effectively with individuals from diverse backgrounds, including people with disabilities, cultures, and ethnicities. Ability to collaborate across multiple departments in a fast-paced environment. Ability to communicate effectively with a broad range of people with a variety of abilities and backgrounds, to maintain good working relationships across the College. Ability to work with all groups from a variety of academic, socioeconomic, cultural, and ethnic backgrounds, and with community college students, faculty, and staff, including those with disabilities. Associate's degree One (1) - Four (4) years of related full-time office and customer service experience. Trade off 1:1 in experience/education requirement. Part-time experience may be considered on a prorated basis. Tradeoffs for education/experience on a one-to-one basis 25 Live software experience 5 plus years of related full-time office and customer service experience #J-18808-Ljbffr Salt Lake Community College