Event Planning Coordinator

Eastern Michigan University•Ypsilanti, MI

21h•Onsite

About The Position

Book, manage and coordinate all aspects of event planning including reservations, catering sales, and event services for events scheduled through the Student Center Event Planning Office. This role involves promoting, booking, managing, and coordinating event details for a variety of clients and event types, including internal and external clients, weddings, campus-wide events, VIP events, and student organization events. The coordinator will provide excellent customer service in event planning, implementation, budgeting, and billing, managing day-to-day aspects and addressing client inquiries and concerns. Collaboration with various departments such as catering, set-up, audio-visual, and custodial staff is crucial to ensure high service standards and guest satisfaction. The position also requires ensuring timely deposit and payment collection, maintaining accurate event files, and enforcing relevant policies and procedures.

Requirements

Bachelor's degree in Hospitality Management or related field or an equivalent combination of education and work experience.
Two years of progressive experience in large event, conference and catering sales in a fast paced, multi-faceted environment.
Excellent management, detail-oriented organizational skills and time management skills.
Experience in basic fiscal management.
Excellent written and interpersonal communication skills.
Working irregular and flexible hours, including evenings, weekends and some holidays.
Proven experience working with diverse groups of staff and students.
Personal computing skills, including working knowledge of word processing, spreadsheet and data base management software applications.

Nice To Haves

Proficient use of event management software, such as EMS or Resource 25.
Experience in an institution of higher education working with students, event and catering planning, event management and college union services and philosophies.
Knowledge of Microsoft Word, Excel, and Access.

Responsibilities

Promote, book, manage, and coordinate event details (e.g., reservation, menus, audio-visual needs, etc) for internal and external clients, weddings, annual all campus events, VIP and specialty events, President's House events, campus events not held at the Student Center Building, technical and specialized events, student organization meetings, conferences and social events, conferences and multi-day events, and summer camps.
Provide excellent customer service with respect to event planning, implementation, budgeting, and billing.
Manage day-to-day aspects of event planning including inquiries, problems or complaints from clients with respect to delivery and quality of the services and facilities provided.
Coordinate reservations, catering sales and technical services ensuring that event contracts are accurate, complete, and timely.
Work collaboratively with catering, set-up, audio-visual, custodial and other building staff to ensure that events are meeting departmental customer service standards, address any concerns, and make recommendations for improvements.
Ensure that cultural diversity and multicultural sensitivity is integral to services provided.
Exercise discretion and independent judgment with regard to events and services.
Represent the Event Planning Office in cross-functional committees or groups to improve communications across boundaries for the purpose of improved guest satisfaction.
Ensure that deposits and payments are received in advance from commercial and external groups for their events.
Encumber funds for internal and student groups to ensure consistency in billing between University accounts.
Attend meetings with Dining and Facilities managers to review upcoming contracts.
Maintain accurate event files and records.
Recommend, establish, and enforce relevant department and university policies and procedures.
Perform related Departmental duties as required.