Hospitality and Events Coordinator (Bilingual)

ACH Child and Family Services•Fort Worth, TX

5d•Onsite

About The Position

The Hospitality and Events Coordinator plays a key role in creating a welcoming and professional experience for everyone. This role helps schedule and manage events and meetings at the Hickman Center. It also includes filling in as the Welcome Center receptionist when needed. The coordinator must be bilingual in Spanish and have strong customer service, discretion, and phone skills. They should be polite, professional, and create a welcoming experience for everyone they interact with. The job also requires understanding and respect for different cultural and socioeconomic backgrounds.

Requirements

High School diploma or equivalent.
Two years of work-related experience required.
Bilingual Spanish
Excellent phone etiquette, customer service, and people skills
Strong attention to detail and organizational abilities
Proficiency in Microsoft Office and related software
Experience with spreadsheets, databases, and filing (paper and digital)
Ability to manage a multi-line phone system
No felony convictions or criminal offenses involving a child
Must be 21 or older with a valid Texas Driver’s License
Must be able to drive a company vehicle

Responsibilities

Supports the Hospitality and Events Manager with events, customer interactions, and occasional projects.
Responsible for greeting and communicating with visitors, vendors, Board members, and staff.
Follow ACH Child and Family Services' Code of Ethics
Help coordinate meetings, trainings, conferences, Board meetings, and special events held at the Hickman Center
Serve as a contact person for staff, community partners, and visitors who need meeting or event space
Provide event pricing information, prepare quotes, and confirm reservations
Coordinate room setup, catering, technology, and other event needs
Set up food and beverage stations for meetings and events
Help ensure meeting and event spaces are clean, organized, and ready for guests
Provide on-site support during events to ensure a positive experience for guests and clients
Monitor event staff and communicate any concerns or follow-up needs to the Hospitality and Events Manager
Schedule third-party event staff and review invoices for accuracy
Report maintenance needs and facility concerns as needed
Cross-train to assist with Fort Worth Laundry billing
Assist with special projects assigned by the Hospitality and Events Manager
Frequent computer use and typing required
Provide front desk coverage when needed, including lunch breaks, PTO coverage, and unexpected absences.
Answer, screen, take messages and direct calls using a multi-line phone system
Greet all visitors (e.g., clients, staff, vendors) with kindness and direct them appropriately.
Provide excellent customer service at all times
Manage calendars, meeting schedules, and room reservations using Outlook
Maintain employee contact lists, photos, and security badge records
Utilize agency databases (e.g., Evolve, DNA Fusion, security system, etc.) while maintaining confidentiality
Keep brochures, intake packets, applications, and other materials stocked and available
Handle incoming and outgoing mail, packages, and deliveries, ensuring timely distribution
Perform routine office duties such as filing, copying, scanning, and data entry
Assist Spanish-speaking visitors and callers as needed
Manage gate/door schedules
Maintain security-related records and databases
Maintain confidentiality regarding training, personnel, and client records. Maintain high ethical standards which are outlined in the ACH Child and Ethics.
Monitor inventory levels, order supplies as needed, and ensure the Hickman Building remains stocked.
Submit maintenance requests for office equipment as needed (ex: copy machine).
Receive a variety of items (e.g., mail, special deliveries, packages, supplies, etc.) for the purpose of distributing materials to appropriate departments and parties across all ACH campuses primarily when relieving Receptionist
Tidy up the kitchen area and refrigerator as needed in The Welcome Center or The Hickman Center.
Set up as needed for meetings, trainings, conferences, board meetings, external events; assist in ordering lunch, technology needs, making copies, etc.
Clean and reset spaces following events
Submit maintenance needs to Facilities for Hickman Center when needed.
Performs other related duties assigned to ensure efficiency in the workplace.