Event Coordinator

Wisconsin Center District • Milwaukee, WI

1d

About The Position

Position Overview: Reporting to the Director of Event Operations, the Event Coordinator is responsible for supporting WCD Event Services Managers in event planning and coordination of conventions, meetings, public shows, trade shows, banquets, sporting events, concerts and other events within the Wisconsin Center District’s three facilities: Baird Center, Miller High Life Theatre and the UWM Panther Arena. This position will also oversee events and perform backup duties for the Event Services Managers as needed.

Requirements

• Exceptional communication skills; capable of clearly conveying the WCD brand with the ability to influence, persuade, and engage potential clients
• Excellent situational adaptability; comfortable with calls, and hosting client appointments and presentations
• Strong project management and organizational skills in which attention to detail and the ability to prioritize and manage multiple tasks/projects on time is essential
• Exceptional interpersonal skills and ability to navigate organizations to build relationships and garner support; ability to work collaboratively with cross-functional teams
• Ability to work independently and efficiently; exercise initiative, resourcefulness and good judgement
• Flexible and comfortable working under pressure in a fast-paced environment
• Ability to work flexible and irregular hours that may vary due to functions and may include day, evening, weekends, and holidays as event calendar or deadlines dictate
• Ability to read, write, and speak English; perform basic mathematical functions (add, subtract, multiply and divide)
• Follow oral and written instructions and communicate effectively with others in oral and written form
• Bachelor’s degree with a major in Hospitality, Event Management, Business or a related field or one (1) to three (3) years of previous experience
• Proficient in the use of the Microsoft Office Suite of Products: Excel, PowerPoint, Word, Access, Outlook

Nice To Haves

• One (1) to three (3) years of previous experience in the hospitality or high-volume customer service industry
• Previous experience with a hotel, sports team, and/or convention center
• Previous experience with Event Booking Software/VenueOps
• Familiarity with the Americans with Disabilities Act (ADA)

Responsibilities

• Assist Event Services Managers with floor plans for events, detailing events in the WCD booking software, ensuring proper staffing levels for events, and obtaining necessary city permits
• Oversee events if needed, generally 200 people or less
• Meet with clients to plan and organize assigned events; works with client from the moment the event is booked, through the set-up, event, and post-event milestones
• Understands client needs and provide outstanding service; guide clients through timelines, deadlines, and WCD policies and procedures
• Prepare floor plans and cost estimates for clients
• Review final billing for completeness and accuracy; responsible for WCD post event invoicing
• Provide clear communication with various WCD departments regarding operational requirements for each event
• Attend appropriate planning, organizational, and other event and facility meetings in support of facility operations
• Must be able to advance future events while tending to the needs of clients that are in house
• Serve as the interface between the facility and its clients; ensure all elements of clients’ events are thoroughly vetted among the departments in adherence to all appropriate regulations and policies
• Demonstrate and actively promote an understanding and commitment to the mission of WCD through performing behaviors consistent with the organization's values to be bold, proud and experience obsessed
• Ensure that the equipment and set-up personnel provided meet the requirements of the event and the client’s contractual agreement; ensures compliance with City, State, and other relevant safety codes
• Other responsibilities and duties as assigned by management, to ensure the effective utilization of the company’s resources and to ensure customer satisfaction

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Number of Employees: 101-250 employees