POSITION:                   Event Coordinator

DEPARTMENT:            Event Services

REPORTS TO:              Director of Events

FLSA STATUS:             Salaried, Exempt

Summary

The Event Coordinator provides professional client services support in the planning, organization, and management of assigned events within the facility. This role will monitor the logistics of these events, and all event coordination tasks after events are booked through the conclusion, by performing personally or through colleagues the following duties:

Essential Duties and Responsibilities

Include the following. Other duties may be assigned.

• Meets with client groups to plan and organize assigned meetings and/or events.

• Guides clients in preparation of events by interpreting and explaining contract provisions, Stadium policies, and procedures.

• Keeps clients informed as to status of deadline schedules, including but not limited to event timelines for department staffing confirmations, meeting room set-up specifications, tour request finalization and technical needs confirmations.

• Serves as primary liaison between clients and facility departments.

• Supervises event day staff and oversees all aspects of facility operations related to assigned meetings and/or events.

• Coordinates activities with the various service contractors for assigned meetings and/or events.

• Works collaboratively with and provides clear, concise, and timely communication of detailed requirements to Stadium departments.

• Assists in scheduling operational event set-ups and strikes to provide and remove equipment or service needs.

• Monitors and supervises facility set-up when necessary.

• Monitors events, maintaining close contact with clients and facility staff to ensure successful events. Follows-up on all client requests, concerns, and problems.

• Prepares cost estimates, prepares event settlements as assigned, approves invoices related to assigned events, and provides necessary financial records to the Finance Department.

• Attends appropriate planning, organization and other event and facility meetings in support of facility operations and events.

• Serves as manager on duty as required.

• Assists Event Managers as needed with delegated responsibilities in relation to full stadium events.

• Additional job duties as assigned by the Director of Events.

Supervisory Responsibilities:          

The position has supervisory responsibility overseeing on-site event staff as needed based on the event.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.

The requirements listed below are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individual with disabilities to perform the essential functions.

Education and/or Experience          

• Bachelor’s degree from a four-year college or university.

• 1-2 years related experience and/or training or equivalent combination of education and experience.

• Working knowledge of the principles of facility management, services, and equipment for a similar facility.

Skills and Abilities        

• Ability to prioritize multiple projects.

• Excellent communication and interpersonal skills.

• Excellent time management, organizational, planning, and solution focused skills.

• Strong leadership skills reflected in professional presentation, appearance, and work ethic.

• Knowledge of industry fundamentals in event coordination and event-related services. 

• Ability to handle and resolve conflict, make common sense decisions and exercise proper action during high tension and stressful situations.

Computer Skills  

To perform this job successfully, an individual should have knowledge using Microsoft office including Word, Excel, PowerPoint, and Outlook. Experience in AutoCAD is preferred.

Other Qualifications

• Ability to work under limited supervision and to interact with all levels of staff including management.

• Ability to work long and irregular hours that may vary due to functions and may include day, evening, weekends, and holidays.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to move around the facility; to stand for long hours during events. This position may require work inside or outside of the building, as needed by events.

• Office: Working conditions are normal for an office environment. 

• Event day:  Job requires employee to function in a high activity and heavily crowded professional sports venue.  May work at heights.  Employee will be exposed to inclement weather of varying degrees.  While performing the duties of this job, the employee is regularly required to stand for long periods of time, walk long distances, and climb up/down stairs. The employee is required to stoop, kneel, crouch, or sit and must lift and/or move up to 45 pounds.

Note

The essential responsibilities of this position are described under the headings above.  They may be subject to change at any time due to reasonable accommodation or other reasons.  Also, this document in no way states or implies that these are the only duties to be performed by the employee occupying this position.