Event Center Coordinator I

TEXAS ASSOCIATION OF COUNTY OFFICIALS•Austin, TX

5d•Onsite

About The Position

Supports onsite meetings and events by coordinating room scheduling, setup, AV needs, catering, and customer service activities to ensure event spaces are prepared, organized, and ready for use across the TAC Event Center. Performs hands-on tasks including space setup, reconfiguration, stocking, and basic cleaning to maintain high service and operational standards. Assists staff, tenants, members, and vendors with routine event needs, completes data entry and simple reporting tasks, and provides onsite logistical support throughout events.

Requirements

High school graduate or equivalent.
Requires excellent communications skills, both written and verbal, and the ability to relate to persons with a variety of cultural, economic, and educational backgrounds.
Position requires a high degree of professionalism in representing TAC in significant contacts with elected officials, public employees, and members.
Must be proficient in use of personal computer and Microsoft Office products including Word, Excel, and PowerPoint.
Experience with relational databases required, iMIS preferred.
Should be able to function independently with minimal supervision.
Excellent time management and record keeping required.
Valid Texas driver’s license and good driving record required; must be able to drive.

Nice To Haves

Preferred experience in event planning or project management
Preferred proficiency in the use of audio-visual equipment.

Responsibilities

Serve as a point of contact for the TAC Event Center & Meeting rooms, coordinate scheduling, meeting room setups, signage, AV needs and ADA accommodations.
Communicate clearly and consistently with event stakeholders (staff, members, tenants, and vendors).
Provide real-time onsite support during meetings and events, troubleshooting issues and ensure a smooth experience for guests.
Use scheduling software to book meetings, approve requests, and resolve scheduling conflicts in alignment with department procedures.
Set up, reconfigure, and break down meeting and event spaces across multiple floors, including arranging tables, chairs, signage, AV and materials.
Coordinate and execute catering needs, orders, delivery, proper setup and cleanup.
Develop and maintain various vendor relationships.
Order, track, and maintain supplies for the Event Center, kitchen, and 4th floor coffee shop, while following department procedures and organizational budget guidelines.
Complete reporting, invoice generation, and credit card reconciliation in accordance with organizational requirements and deadlines.
Keep all event spaces, meeting rooms, kitchen areas, coffee shop, and storage closets clean, organized, stocked, and ready for use. This includes regular cleaning, resetting, and monitoring of all spaces.
Support the Event Center Manager with organizing TAC’s internal staff events that enhance our culture.
Perform and manage emergency response for attendees of events in the Event Center in compliance with the TAC emergency response policy.
Communicate and collaborate with Event Manager and other departments on required repairs, replacements, and event related service requirements, as necessary.
Run event related errands, including pickup and delivery of supplies and materials (valid Texas driver’s license required).
Serve as a team support resource across the department.
During slower periods in the Event Center, step in to assist the Education and Member Services teams with day to day tasks and operational needs.
Fill in as needed for TAC receptionist (phones).