Event Coordinator

POSITION:               Event Coordinator    

REPORTS TO:           General Manager

FLSA STATUS:          Salary Exempt

Immediate hire

Position Summary

Provides professional client service and support in the planning, organization and coordination of events within Jekyll Island Convention Center and monitors the logistics of these events. The Coordinator handles all tasks from the time the events are turned definite through the conclusion of the event and becomes the main means of communication between the client and the internal departments within Jekyll Island Convention Center.

Essential Duties & Responsibilities

• Ensures successful event coordination activities by monitoring events, maintaining close contact with clients and staff to ensure successful service level are achieved.

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

• Assists Sales Department with Site Tours for potential clients.

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

• Keeps clients informed as to status of deadline schedules, including but not limited to floor plan submissions, meeting room set-up specifications, insurance requirements and other relevant details.

• Prepares cost estimates and monitors final billing.

• Provides clear, concise and timely communication of detailed requirements to operational departments.

• Serves as primary liaison between clients and facility departments.

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

• Ensures event operational functions are maintained including: inventory, services and workflow.
• Attends appropriate planning, organization and other event and facility meetings in support of facility operations.
• Serves as manager on duty as required. (Evenings and Weekends)
• Maintains the proper image and generates positive public relations with patrons and staff.

• Prepares daily directions and room signage for events
  • Works extended/irregular hours including evenings, weekends and holidays as needed.
  • Other duties as assigned.

Supervisory Responsibilities
• Addressing complaints and resolving problems.
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 individuals with disabilities to perform the essential functions.
Education and/or Experience
• Bachelor's degree from accredited four-year college or university in hospitality, business or related field preferred.
• One (1) 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, budgeting and other administrative duties.
• Handle conflict, make common sense decisions and exercise proper action during high tension and stressful situations.

• Experience managing multiple priorities and working independently; able to multi-task in a fast-paced environment while meeting deadlines and remaining productive and professional.

• Know basic accounting.
• Handle multiple tasks simultaneously.
• Operate portable radio and standard office equipment including copier.
• Follow oral and written instructions and communicate effectively with other in both oral and written form.
• Organize and prioritize work to meet deadlines with special attention to detail.
• Work effectively under pressure and/or 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 United States.
• Required to speak and understand basic English well enough to converse with customers, supervisors, and employees.
• Effective communication, interpersonal and organizational skills required computer skills
• Operate a personal computer using Windows, Microsoft Office software, event software and booking software.

• Due to the cyclical nature of the entertainment industry, employees may be required to work varying schedules to reflect the business needs of the company.

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; talk and hear. This position may require work inside or outside of the building, as needed for events.
• The employee must occasionally lift and/or move up to 50 pounds.
• This position requires minimal stooping and lifting, but substantial walking. Must be able to stand or sit for long periods of time.