Comcast Spectacor

Event Coordinator

US-FL-Tallahassee
Job ID
2017-2920
Group
Spectra - Venue Management
Spectra VM - Donald L Tucker Civic Center (Florida State U)
Category
Venue Management
Type
Regular Full-Time

Overview

Reporting to the Director of Events, the Event Coordinator will manage every aspect of their assigned events from the advance planning stages through the end of the event and event settlement. In addition to coordinating assigned events, this position will also be responsible for scheduling, supervision and payroll for all part time staff for every event in the venue and for assisting in development and implementation of all event department policies, programs and procedures. The Event Coordinator is responsible for communication with contracted agencies to insure proper staffing levels are met for each and every event.

Responsibilities

  • Manage all aspects of events that are assigned by Director of Events
  • Thoroughly describe the venue’s services and outline how the services are coordinated to clients
  • Advise and make recommendations based on the client’s desires and be able to work within budget restraints
  • Design set up diagrams in AutoCAD program based off event needs for approval by the client
  • Work with the operations department to ensure all events are set up to the client’s specifications and that all fire codes and safety regulations are being followed
  • Communicate with Director of Food and Beverage, Chefs and Catering Manager on needs of each event
  • Create and distribute detailed event data sheets prior to every assigned event
  • Update event estimates, as needed, to send to the client and complete a final settlement upon completion of each event
  • Have the ability to problem solve, make quick decisions and delegate responsibility while remaining professional and pleasant in the midst of stressful situations.
  • Provide leadership for event personnel
  • Serve as manager on duty as scheduled
  • Responsible for the hiring, terminating, performance evaluations, scheduling, training and development of approximately 200 event day staff and building security
  • Coordinate the collection, input and documentation of all required employee information for part time event staff
  • Responsible for ensuring proper staffing levels have been met for internal and contracted labor, briefing staff and that staff is at their post on time in the proper uniform for each event
  • Responsible for developing and updating the departmental policies and procedures manual for the events department
  • Processing payroll using ADP for all event department staff
  • Assist in the management and execution of parking operations
  • Other duties as assigned

Qualifications

  • Experience coordinating banquets, tradeshows, conferences, meetings and/or weddings preferred
  • Minimum of 1-3 years of experience working in a public assembly facility including supervisory responsibility
  • Bachelor’s degree from an accredited college or university with major course work in facility management, hospitality management, business management, or another related field
  • Communicate clearly and concisely in the English language, both orally and in writing is required
  • Work a flexible schedule including long days, late nights, early mornings, weekends and holidays
  • Must possess strong organizational skills, attention to detail and the ability to function and meet strict deadlines in a fast-paced environment
  • Must demonstrate a positive, professional and customer-focused attitude
  • Ability to stand and walk for long periods of time
  • Must have computer skills in Microsoft Office applications and word processing, spreadsheets, presentations and internet software
  • Knowledge of AutoCAD is preferred
  • Knowledge of crowd management and control techniques, customer service practices, principles or supervision and training, fire and public safety regulations, and A/V equipment and electronic systems

Physical Demands and Work Environment:

 

The physical demands and work environment characteristics 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.

 

Physical Demands:

 

While performing the essential duties of this job, the employee constantly operates a computer and other office devices such as telephones, copy machines, fax machines, etc.; occasionally moves about inside the office to access storage areas, cabinets and office machinery; constantly communicates via telephone, email and in-person with others to exchange information to clients, part time staff and co-workers; constantly moves around the facility before, during and after events to observe, report, supervise staff and provide excellent service to clients.

 

Work Environment:

The duties of this position are performed primarily in doors and occasionally outdoors in all types of weather conditions. The noise level in the work environment is usually minimal to moderate during non-event days and moderate to loud during event days.

This job description is subject to change.

 

                   SPECTRA IS AN EQUAL OPPORTUNITY EMPLOYMENT EMPLOYER

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