Event Services Manager

Event Services Coordinator

Essential Duties and Responsibilities

Responsible for all of the event services staffing coordination with general direction from the General Manager. This includes filling and confirming all personnel openings each month for part-time event staff.

See that every client, patron, and vendor receives the best service possible.

Plan, coordinate, and execute meetings / events according to the needs of our clients promptly. Maintain constant communication with the client before and during their meetings / events.

Work closely with the Sales Department to ensure that the clients are addressed in a timely manner. Attend pre-cons.

Research, review, and recommend equipment, materials, and supplies required to make an event successful.

Coordinate outside service needs with food and beverage contractor, decorators, or other vendors.

Issue appropriate paperwork to the proper staff in a timely manner.

Assist with special needs or requests from our clients and communicate to our staff promptly.

Maintain a record of all event-related expenses and bill the client appropriately by issuing a summary of expenses.

Attend weekly staff meetings. Develop and maintain a harmonious working relationship with all the other departments.

Maintain the proper image and generate positive public relations with clients, patrons, and staff.

Ensure that the integrity of the facility is upheld in the manner that we and our guests are accustomed to.

Rotate with other facility personnel to function as Manager on Duty (MOD), who maintains total responsibility and authority over all clients, staff personnel, patrons, security, and safety in assigned buildings. Responsibilities include, but are not limited to, making sure contractual agreements are met and clients' event requirements and changes have been made in a timely fashion. On-duty staff / subcontractors ultimately report to the MOD through any Managers or Supervisors who are present during the event.

Respond to crowd control and / or crowd management situations in a prompt and decisive manner, and orally respond professionally and diplomatically during crisis and / or sympathetic situations.

Respond to visual and audible alarms from building automation and life safety systems. Make immediate decisions and communicate with all users of the facility in an emergency.

Assist with switchboard and information center, as needed.

Additional duties as assigned by the General Manager, as per business needs and the needs of the company and venue

Work extended and / or irregular hours including nights, weekends, and holidays as needed.

Plan and organize run of show for all events in conjunction with production staff and other management.

Education and / or Experience

Bachelor's degree from accredited four-year college or university and two (2) to three (3) years related experience and / or training event coordination or meeting planning; or equivalent combination of education and experience. Customer service experience is required.

Skills and Abilities

Demonstrate knowledge in industry terminology, facility capabilities, operational procedures, event coordination and event-related services.

Demonstrate the principles and techniques of supervision, training, budgeting and other administrative duties.

Handle conflict, make common sense decisions and exercise proper action during high tension and stressful situations.

Know basic accounting.

Handle multiple tasks simultaneously.

Perform light lifting and carrying at times.

Operate equipment such as light trucks, pallet jacks, forklifts or other light power driven equipment.

Operate a personal computer using Windows, Word, Excel, Outlook, Event Software programs (i.e., Meeting Matrix, Act, and FastBook); payroll software (ABI); portable radio; and other related standard office equipment.

Follow oral and written instructions and communicate effectively with others in both oral and written form.

Organize and prioritize work to meet deadlines with special attention to detail.

Work effectively under pressure and / or a stringent schedule, and produce accurate results.

Work independently, exercising judgment and initiative.

Maintain an effective working relationship with clients, employees, exhibitors, patrons, and others encountered in the course of employment.

Be licensed and insured to operate a motor vehicle in the State of Texas.

Remain flexible and adjust to situations as they occur.

Physical Demands

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

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. Additionally, this document does not state or imply that these are the only duties to be performed by the employee occupying this position.