Event Services Coordinator

Legends Global•Albany, NY

2d•Onsite

About The Position

The Event Services Coordinator provides professional client services support in the planning, organization and management of events within the facility, monitoring the logistics of these events, and all event coordination tasks after events are booked through the conclusion. This role oversees all aspects of facility operations related to events, meets with client groups to plan and organize assigned meetings and/or events, and coordinates activities with various service contractors. The coordinator guides clients by interpreting contract provisions, policies, and procedures, and keeps them informed about deadline schedules for floor plan submissions, meeting room set-up specifications, insurance requirements, and other relevant details. They provide clear communication of detailed requirements to operational departments, assist in scheduling operational set-ups, and serve as the primary liaison between clients and facility departments. The role involves monitoring in-house events, maintaining contact with clients and staff to ensure successful events, and following up on all client requests, concerns, and problems. Additionally, the coordinator attends relevant meetings, produces a Schedule of Events Report, and works with the Sr. Sales Manager to enter event bookings into a calendar and process contract paperwork.

Requirements

Minimum- 2-year Associates Degree from a two or four-year college or university.
1 – 3 years related experience Or equivalent combination of education and experience
Working knowledge of the principles of facility management, services and equipment for a similar facility
Excellent organizational, planning and interpersonal skills
Experience with some form of floorplan software
Proficient in Microsoft Word, Excel, and PowerPoint
Ability to prioritize multiple projects
Demonstrate problem-solving and communication skills
Ability to work under supervision and to interact with all levels of staff including Management
Ability to work long and irregular hours that may vary due to functions and may include day, evening, weekends and holidays.
Regularly required to move around the facility; to stand for long hours during events; talk and hear.
This position may require work inside or outside of the building, as needed by events.

Nice To Haves

Supervisory experience preferred

Responsibilities

Oversees all aspects of facility operations related to events.
Meets with client groups to plan and organize assigned meetings and/or events.
Coordinates activities with the various service contractors for assigned meetings and/or events.
Guides clients in preparation of events by interpreting and explaining contract provisions, policies and procedures.
Keeps clients informed as to status of deadline schedules, including but not limited to floor plan submissions, meeting room set-up specifications, insurance requirements and other relevant details.
Provides clear, concise, and timely communication of detailed requirements to operational departments.
Assists in scheduling operational set-ups to provide equipment or service needs.
Serves as primary liaison between clients and facility departments.
Monitors in-house events, maintaining close contact with clients and facility staff to ensure successful events.
Follows-up on all client requests, concerns, and problems.
Attends appropriate planning, organization and other event and facility meetings in support of facility operations.
Produce a Schedule of Events Report for the weekly staff meeting.
Work with Sr. Sales Manager to enter in event bookings into Legends Global Month at a Glance Calendar.
Process contract paperwork.
Planning client meetings and working with catering services ensuring set up is accurate.