Event Coordinator - INTRUST Bank Arena

Legends Global•Wichita, KS

11d

About The Position

Under direct supervision of the Senior Event Manager, the Event Coordinator will assist in all aspects of events including customer/guest contact, coordination and distribution of information within the facility, client follow-up, and client billing. ESSENTIAL DUTIES AND RESPONSIBILITIES : Organize all aspects of facility operations related to events. Meet with client group to plan and organize assigned meeting and/or event. Coordinate activities with various service contractors for assigned meeting and/or event. Guide clients in preparation of event by interpreting and explaining contract provisions, policy and procedure. Provide status updates to client for deadline schedules, including but not limited to floor plan submissions, meeting room set-up specifications, insurance requirements and other relevant details. Prepare cost estimates and monitor final billing. Coordinate all Wichita Thunder Hockey home games and other team events. Assist with planning & preparation of Family Shows, Concerts, & Private Events as assigned. Provide clear, concise and timely communication of detailed requirements to operations departments. Assist in scheduling operations set-ups to provide equipment or service needs. Monitor and supervise facility set-up when necessary. Provide show promoters, tours and event organizers with building information they may request in the Tech Packet. Maintain the proper image and generate positive public relations with clients, patrons, guest and staff. Serve as primary liaison between client and facility/departments. Monitor in-house events, maintain close contact with clients and facility staff to ensure successful event. Follow-up on all client requests, concerns, and problems. Attend appropriate planning, organization and other event and facility meetings in support of facility operations. Provide Event Service support to Capitol Federal Amphitheater from advances to day of show support. Work with Local 190 Stagehand Union to adequately staff show calls and utilize approved 3rd party labor sources to subsidize calls as needed. Regular attendance is an essential job function. Position requires the ability to work at all Legends Global facilities in Wichita and Andover. Work extended and/or irregular hours including nights, weekends and holidays as needed. Other duties and responsibilities may be assigned.

Requirements

Demonstrate knowledge in industry terminology, facility capabilities, operational procedures, event coordination and event-related services.
Handle conflict, make common sense decisions and exercise proper action during high tension and stressful situations.
Know basic math.
Handle multiple tasks simultaneously.
Perform light lifting and carrying at times.
Operate a personal computer using Windows, Microsoft Office software, and PowerPoint.
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, guests and others encountered in the course of employment.
Remain flexible and adjust to situations as they occur.
High School Diploma or GED.
Bachelor’s degree from an accredited school.
Two (2) to three (3) years related experience and/or training through event coordination or meeting planning, or equivalent combination of education and experience.
Customer/Guest service experience is required.
Ability to speak read and write in English

Nice To Haves

AutoCAD or comparable diagram drafting software a plus.
Event Planning software, (Momentus Elite, VenueOps), helpful.
Operate portable radio with earpiece, telephone, cellphone, copier, and fax machine.
Previous experience with coordinating sporting events desired.
Degree in Sports Management or Business preferred but not required.

Responsibilities

Organize all aspects of facility operations related to events.
Meet with client group to plan and organize assigned meeting and/or event.
Coordinate activities with various service contractors for assigned meeting and/or event.
Guide clients in preparation of event by interpreting and explaining contract provisions, policy and procedure.
Provide status updates to client for deadline schedules, including but not limited to floor plan submissions, meeting room set-up specifications, insurance requirements and other relevant details.
Prepare cost estimates and monitor final billing.
Coordinate all Wichita Thunder Hockey home games and other team events.
Assist with planning & preparation of Family Shows, Concerts, & Private Events as assigned.
Provide clear, concise and timely communication of detailed requirements to operations departments.
Assist in scheduling operations set-ups to provide equipment or service needs.
Monitor and supervise facility set-up when necessary.
Provide show promoters, tours and event organizers with building information they may request in the Tech Packet.
Maintain the proper image and generate positive public relations with clients, patrons, guest and staff.
Serve as primary liaison between client and facility/departments.
Monitor in-house events, maintain close contact with clients and facility staff to ensure successful event.
Follow-up on all client requests, concerns, and problems.
Attend appropriate planning, organization and other event and facility meetings in support of facility operations.
Provide Event Service support to Capitol Federal Amphitheater from advances to day of show support.
Work with Local 190 Stagehand Union to adequately staff show calls and utilize approved 3rd party labor sources to subsidize calls as needed.
Regular attendance is an essential job function.
Position requires the ability to work at all Legends Global facilities in Wichita and Andover.
Work extended and/or irregular hours including nights, weekends and holidays as needed.