Event Coordinator, Administrative​/Clerical

Overview

POSITION: Event Coordinator
REPORTS TO: General Manager
FLSA STATUS: Salary Exempt

Position Summary
Provides professional client service and support in the planning, organization and coordination of events within Jekyll Island Convention Center and monitors the logistics of these events. The Coordinator handles all tasks from the time the events are turned definite through the conclusion of the event and becomes the main means of communication between the client and the internal departments within Jekyll Island Convention Center.

• Ensures successful event coordination activities by monitoring events, maintaining close contact with clients and staff to ensure successful service level are achieved.
• Meets with client groups to plan and organize assigned meetings and/or events.
• Assists Sales Department with Site Tours for potential clients.
• 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.
• Prepares cost estimates and monitors final billing.
• Provides clear, concise and timely communication of detailed requirements to operational departments.
• 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.
• Ensures event operational functions are maintained including: inventory, services and workflow.
• Attends appropriate planning, organization and other event and facility meetings in support of facility operations.
• Serves as manager on duty as required. (Evenings and Weekends)
• Maintains the proper image and generates positive public relations with patrons and staff.
• Prepares daily directions and room signage for events
• Works extended/irregular hours including evenings, weekends and holidays as needed.
• Other duties as assigned.

• Addressing complaints and resolving problems.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Bachelor's degree from accredited four-year college or university in hospitality, business or related field preferred.
• One (1) to three (3) years related experience and/or training in event coordination or meeting planning; or equivalent combination of education and experience.
• Customer service experience is required.

• Demonstrate knowledge in industry terminology, facility capabilities, operational procedures, event coordination and event-related services.
• Demonstrate the principles and techniques of supervision, budgeting and other administrative duties.
• Handle conflict, make common sense decisions and exercise proper action during high tension and stressful situations.
• Experience managing multiple priorities and working independently; able to multi-task in a fast-paced environment while meeting deadlines and remaining productive and professional.
• Know basic accounting.
• Handle multiple tasks simultaneously.
• Operate portable radio and standard office equipment including copier.
• Follow oral and written instructions and communicate effectively with others in both oral and written form.
• Organize and prioritize work to meet deadlines with special attention to detail.
• Work effectively under pressure and/or stringent schedule and produce accurate results.
• Work independently, exercising judgment and initiative.
• Maintain an effective working relationship with clients, employees, exhibitors, patrons and others encountered in the course of employment.
• Be licensed and insured to operate a motor vehicle in the United States.
• Required to speak and understand basic English well enough to converse with…