Event Operations Coordinator

JAMES RIVER CHURCH•Ozark, MO

About The Position

The Event Operations Coordinator will assist the Facilities Department by managing event software, preparing for all events, and managing the setup of all events. This role involves calendar management, ensuring proper event setups, user training for event software, participating in planning meetings, generating reports, and providing support for various facilities-related tasks including HVAC adjustments, work ticket management, and loading dock organization. The coordinator will also assist with custodial tasks as needed and perform other related duties within the Facilities Department. A significant part of the role includes managing the setup of event spaces, which involves arranging furniture and equipment, conducting daily walk-throughs, scheduling and overseeing the setup team, and assisting with room setups and tear-downs. The position requires the ability to lift and move heavy objects and troubleshoot setup issues.

Requirements

High school diploma.
Two (2) years of administrative experience.
Any equivalent combination of training and experience.
Called to support ministry.
Knowledge of modern office methods and procedures, filing, telephone techniques, and office equipment; as well as English usage, spelling, grammar, and punctuation.
Ability to understand and control HVAC system.
Ability to manage physical duties of the job including lifting 40lbs, bending, pushing, sitting, standing, walking, kneeling, twisting, and reaching.
Ability to get along well with others and handle confidential matters.
Ability to manage time and multiple priorities to meet deadlines.
Ability to communicate effectively and professionally orally and in writing.
Computer skills including Microsoft Suite, (Excel, Outlook, Word, and Teams).
Must be punctual, pleasant, and tactful with professional appearance and conduct.
Exhibit professionalism and always maintain confidentiality.
Capacity to interact positively with and provide service to others at all levels within James River Church.
Ability to establish and maintain effective working relationships with supervising personnel, coworkers, civic organizations, business professionals, and the public.
Exhibit good judgment, honesty, integrity, responsibility, and punctuality through the utilization of professional work standards.
Ability to work in a fast-paced environment while meeting critical deadlines.
Must have strong analytical skills.
Develop and maintain a close personal walk with the Lord including: Daily devotional time with the Lord, Daily dependence on the empowerment of the Spirit.
Develop a strong marriage and family life.
Keep personal finances in order with no delinquencies.
Attend all regularly scheduled services in the church. Special services and functions will be required as deemed necessary by the Lead Pastor.
Maintain a high level of personal integrity, honesty, and confidentiality in dealing both with the staff and congregation.
Maintain a Christian outlook and attitude at all times.
Maintain loyalty to the staff and church, actively promoting unity within the church.

Responsibilities

Review and confirm all events in eSpace.
Review all details, spaces, resources, and services in eSpace to ensure proper setups.
Use critical thinking skills to foresee any missing details and communicate with event administrators when needed.
Review and add any event requests scheduled less than 24 hours before the event.
Add new users into eSpace and train when necessary.
Participate in planning meetings by making suggestions, taking notes, or giving updates as needed.
Run hub report every Friday and create copies for Custodial Manager, Maintenance Manager, and Facilities Coordinator.
Share updates regarding upcoming event setups with the team.
Assist in creating a timeline for events at the South Campus.
Mandatory event attendance.
Assist with answering and screening incoming calls for the Facilities cell phone.
Provide support as timeline dispatch at South Campus during events.
Generate work schedule for a minimum 2-week period for Facilities Setup team members.
Assist with HVAC adjustments, as needed.
Assist with management of Work Ticket and Work Order systems.
Assist Facilities Coordinator with loading dock organization, including shipping, receiving, and organization of spaces.
Provide assistance to the Custodial Manager with custodial tasks on an as-needed basis.
Perform other related duties not in job description that fits the needs of the Facilities Department.
Setting up event spaces by arranging tables, chairs, and other equipment-based floor plans and event requirements.
Completing daily walk-throughs to ensure accurate and precise setup of all elements.
Scheduling and overseeing the setup team.
Ensuring the team is active throughout the day and assigning work list tasks after setups are completed.
Assist setup team with setting up and tearing down rooms as needed.
Ability to lift, carry, and move heavy objects.
Ability to troubleshoot issues that may arise during the setup process.