Event Services Coordinator

Mass Convention CenterAuthority • Boston, MA

1d • $63,000 - $68,000 • Onsite

About The Position

The Event Services Coordinator (ESC) serves as the primary point of contact for both internal and contracted events, ensuring a smooth transition from sales to event execution. The ESC develops a working knowledge of the Convention Center's procedures, policies, rules, and regulations to effectively service clients. The goal is to provide the highest level of customer service while maximizing efficiency for the successful management of assigned events within two convention center facilities. The ESC primarily focuses on internal meetings and small to medium-sized events, and assists the Event Services Manager (ESM)/Senior Event Services Manager (SESM) with larger events as needed. Responsibilities include tactical and strategic planning, gathering event information, and communicating it to relevant departments and client contractors before, during, and after events.

Requirements

• Bachelor's degree from a four-year college or university OR two (2) years of direct experience in the hospitality/convention meeting industry, including experience coordinating small events and meetings.
• Negotiation and decision-making skills.
• Ability to multi-task.
• Knowledge of the use of two-way radios.
• Proficiency in state-of-the-art computer word processing and analytical tools such as Microsoft Office.
• Well-organized individual.
• Team player.
• Ability to relate to people at all levels of an organization.
• Excellent communication skills.
• Flexibility.
• Commitment to the MCCA’s Mission.

Nice To Haves

• Experience coordinating small events and meetings.

Responsibilities

• Perform all duties in a professional and productive manner to provide the highest level of customer service for successful events.
• Serve as the primary point-of-contact and advocate for clients, client contractors, the MCCA, and internal departments, achieving mutually beneficial decisions through negotiation, education, and communication.
• Consult with all levels of management on events and execute facility services for clients and contractors, ensuring client needs are met and operational policies are followed.
• Be accessible 24/7 from 24 hours before an event until 24 hours after the event via email and/or telephone to address client, contractor, and facility inquiries.
• Participate in after-hours activities, including industry events and client entertaining.
• Communicate with clients to determine event requirements, starting 18 months out for long-term clients and in a timely manner for short-term clients.
• Partner with clients, contractors, the MCCA, and internal departments on tactical and strategic planning for successful and cost-effective events.
• Organize and direct pre-convention meetings with clients and department representatives to introduce the client to staff and involved departments.
• Serve in a client advisory role, offering recommendations based on experience.
• Work with and complement short-term and long-term sales departments to ensure proper delivery of information, including building specifications.
• Promote additional services offered by the facility, such as audio/visual, transportation, public safety, and digital media.
• Advocate value-added services including complimentary Wi-Fi, complimentary water coolers, Conventions C.A.R.E., lunchtime trolley program, Guest Service Associates (GSAs), complimentary golf cart service, and transportation agents.
• Maintain knowledge of contractual language for each event and utilize negotiation skills for changes to executed client contracts.
• Work with the public safety department to ensure timely receipt and review of floor plans and special permits.
• Review event specifications and confer with clients and contractors, coordinating necessary departments for consultation.
• Generate a comprehensive event workbook to communicate client needs internally, including event hours, locations, schedules, floor plans, and equipment/service requirements.
• Execute all levels of events, with a primary focus on large-scale and full-building events.
• Assist ESM and SESM in the execution of large-scale, full-building, and high-profile events.
• Organize and lead Pre-Convention meetings with event representatives to ensure client needs are fulfilled during event execution.
• Supervise facility services to ensure proper set-up and timely execution of client specifications.
• Act as the primary liaison to clients and contractors to ensure efficient operation and client satisfaction, administering building rules and regulations.
• Communicate pertinent facility and city-wide activity to clients that may impact the event, offering solutions and updates.
• Organize and conduct post-event meetings as required.
• Review and complete final event settlement statements for invoicing, including building services and final attendance numbers.
• Prepare post-event reports detailing successes, challenges, and solutions to increase client satisfaction.
• Collaborate with the Director of Event Services to review success measures, evaluate events against objectives, and recommend areas for improvement.
• Train and mentor event services department interns.
• Develop after-action tasks and maintain systems to measure client satisfaction at the close of each event, adjusting services accordingly.
• Complete departmental projects/tasks as assigned by the Director of Event Services.
• Enter show information into Momentus and distribute to MCCA staff.

Benefits

• Professional development opportunities (implied by training and mentoring responsibilities).

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level