Event Coordinator, Austin Facilities Management

City of Austin•Austin, TX

17h•$57,970 - $70,720•Onsite

About The Position

Under general supervision, provide technical assistance in planning scheduled events in a public assembly/event facility. Essential duties and functions, pursuant to the Americans with Disabilities Act, may include the following. Other related duties may be assigned. Serves as primary department contact with event client after contracting process is completed. Assists in scheduling and booking of events. Conducts and coordinates pre-convention/event meetings to identify client's expectations/needs. Collects pre-convention/event information to ensure adequate space, personnel, equipment, etc. is available and to develop event work order. Coordinates exhibitions, trade shows, meetings etc. Coordinates planning sessions with parking, security, maintenance, event services, and contracted divisions. Develops/draws diagrams for convention/event set-up. Reviews/inspects work to ensure facility is ready for use. Inspects to accept/reject set-up, equipment, materials, workmanship, etc. Enforces rules/regulations concerning the use of facility and ensure adherence to contractual terms. Confers with representatives of user organizations and contractors (i.e. clients, outside food and beverage, outside audio/visual and decorators). Coordinates the facility/departmental operational services during events. Conducts and coordinate post-convention/event meetings to discuss any client concerns, issues, etc. that occur during the event. Compiles data/information for cash reports, cost estimates, revenue estimates, etc. Writes/drafts routine correspondence, informational reports. Develops and makes presentations to clients, service providers and represent. facility/department as needed. Answers client/citizen questions and provide assistance.

Requirements

Graduation with a Bachelor's degree from an accredited college or university with major coursework in Business Administration, Public Administration, Marketing, Liberal Arts or related field plus one (1) year of relevant work experience in a convention center, public assembly/event facility or other related facility/industry.
Experience may substitute for education up to the maximum of four (4) years.
Must possess required knowledge, skills, abilities, and experience and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed.
Knowledge of facility and event planning.
Knowledge of principles and processes for providing customer and personal services.
Knowledge of Federal, State and Local laws.
Knowledge of city practice, policy and procedures.
Knowledge of business and management principles involved in resource allocation, strategic planning, human resources and coordination of people and resources.
Knowledge of principles and methods for showing, promoting, and selling products or services.
Knowledge of marketing strategy and tactics, product demonstration, sales techniques and sales control systems.
Skill in oral and written communication.
Skill in handling multiple tasks and prioritizing.
Skill in using computer and related software.
Skill in planning and organizing.
Skill in data analysis and problem solving.
Ability to work with frequent interruptions and changes in priorities.
Ability to establish and maintain good working relationships with other city employees and the public.
Must have the ability to read, write and speak English fluently.

Nice To Haves

Experience in a public assembly/event facility or other related facility/industry.
Experience working with third-party event vendors such as event, meeting and/or wedding planners, caterers, music and lighting production companies.
Experience using booking/planning software.
Experience with preplans/diagrams for coordinating events.
Technical knowledge and experience with audio/visual equipment, set up and use.
Experience customizing meetings per specialized requests.
Experience with logistics and working with custodians, security, parking needs/requirements and maintenance.
Proficiency with Microsoft Office Suite including Word, Excel, and Outlook.
Ability to travel to more than one work location.

Responsibilities

Serves as primary department contact with event client after contracting process is completed.
Assists in scheduling and booking of events.
Conducts and coordinates pre-convention/event meetings to identify client's expectations/needs.
Collects pre-convention/event information to ensure adequate space, personnel, equipment, etc. is available and to develop event work order.
Coordinates exhibitions, trade shows, meetings etc.
Coordinates planning sessions with parking, security, maintenance, event services, and contracted divisions.
Develops/draws diagrams for convention/event set-up.
Reviews/inspects work to ensure facility is ready for use.
Inspects to accept/reject set-up, equipment, materials, workmanship, etc.
Enforces rules/regulations concerning the use of facility and ensure adherence to contractual terms.
Confers with representatives of user organizations and contractors (i.e. clients, outside food and beverage, outside audio/visual and decorators).
Coordinates the facility/departmental operational services during events.
Conducts and coordinate post-convention/event meetings to discuss any client concerns, issues, etc. that occur during the event.
Compiles data/information for cash reports, cost estimates, revenue estimates, etc.
Writes/drafts routine correspondence, informational reports.
Develops and makes presentations to clients, service providers and represent. facility/department as needed.
Answers client/citizen questions and provide assistance.