Event Coordinator

Overview

Date Posted:
1/29/2018
Job Code:
PTSpvrju
Location:
Memorial Coliseum
Address:
4000 Parnell Ave
City:
Fort Wayne
Department:
Memorial Coliseum
Base Pay:
$13.33/hour
Closing Date:
Open until filled

Description

 

This position is not eligible for benefits.

This position is part-time, nonexempt, unclassified and not covered as defined by The Board of Commissioners of the County of Allen Employee Handbook.

Hours vary; nights, weekends and holidays required

Under the Direction of the Vice President of Sales, Vice President of Operations and Event Manager, the Event Coordinator is responsible assisting in event planning and coordination between clients and building services, primarily in the Expo Center, Conference Center and meeting rooms. Event Coordinators oversee the on-site event cycle for trade and consumer shows, as well as private events. Event Coordinators are integral members of the sales team, fielding inquiries from prospective clients, conducting room tours and working with existing clients on re-bookings for private functions.

ESSENTIAL FUNCTIONS:

  • Coordinates activities with promoters, exhibitors, vendors and other external and internal departments for all tradeshows and consumer events.
  • Coordinates activities with private event clients for planning and logistics of wedding receptions, banquets, business meetings, etc.
  •  Develops detailed floor plans, room diagrams and checklists for each event in accordance with applicable building fire codes and distribute to venue departments for implementation.
  • Prepares event order confirmation for events, including space and equipment rental charges and other building services.
  • Works irregular schedule as required to ensure proper supervision of assigned events and activities.
  • Assists Vice President of Sales in responding to phone, email and walk-in rental inquiries.
  • Conducts tours of spaces and consults with prospective rental clients to maximize building usage and revenues.
  • Assists operations department with room and tradeshow sets-ups as needed.
  • Assists parking lot and guest services staff members as necessary.
  • Operates forklift, high reach lift and other equipment as needed.
  • Utilizes computer technology for customer relationships and event management.
  • Ensures all rented and auxiliary spaces are ready when client arrives to set up or move-in.
  • Assists Vice President of Operations, Assistant Operations Manager and/or Facilities Manager with supervision of custodial, maintenance, contract services and other staff for the production and implementation of events as needed.
  • Ensures the event coordination department promoters follow applicable laws, regulations and procedures for normal and safe operation of the venue.
  • Participates in assigned operational meetings with Allen County War Memorial Coliseum staff.
  • Perform other duties as assigned.

Minimum Requirements and Working Conditions

 

REQUIREMENTS:

  • Associate's Degree or certification  program of comparable length, or equivalent experience is preferred
  • At least one year of relevant work experience in event planning or coordination, logistics or venue operations preferred
  • Experience with event scheduling software preferred
  • An outgoing, articulate personality with well-developed communication skills to interact with guests, clients and vendors on a regular basis
  • Verbal communications skills, including consulting with clients, planning operations with staff and resolving complaints from guests in person and/or on the telephone
  • Written communication skills, including composing detailed notes, documentation, sales correspondence, etc.
  • Specialized training and/or work experience with computer aided drafting programs highly preferred
  • Proficiency with Microsoft Office products, including Word and Excel
  • Advance computer proficiency and the ability to learn new systems and programs quickly strongly recommended
  • Demonstrated ability to process and implement complex instructions with superior attention to detail and consideration of short-term and long-term impacts
  • A valid Indiana Driver’s License
  • Ownership, or the use of a private vehicle for business use
  • Must be able to work nights, weekends, holidays as directed for events

WORKING CONDITIONS:

The Event Coordinator works in an environment that requires extended periods of standing, walking and sitting throughout the day. Must be able to lift up to 50 lbs. (tables/chairs) and use a two-way radio for communication. In addition, the Event Coordinator is exposed to typical office conditions and noise levels, but also to concerts, motorsports vehicle exhaust, and other extreme sound and lighting environments, as well as extreme heat and cold on occasion.