Event Coordinator

POSITION SUMMARY


The Event Coordinator is responsible for assisting the Special Events Manager with booking event space, sales and event management for non-performance related events at the Peace Center.

ESSENTIAL DUTIES Include, but are not limited to

Sales

  • Field inbound sales requests phone calls, emails and walk-ins
  • Provide detailed estimates to clients during the sales process
  • Serve as key resource for venue calendar, capacities, and fees
  • Conduct tours and site visits to prospective clients
  • Update and maintain sales kits, photos and event information for site-packets, and social media
  • Coordination of bar packages, equipment rentals and dcor packages

Administrative

  • Prepare and track rental invoices and banquet event orders in event tracking system
  • Settle post event with client and/or vendors
  • Capture event financials in monthly event analysis
  • Attend weekly Event Operations meetings
  • Track event inquiries, site visits and reservations
  • Maintain a competitive analysis on surrounding venue
  • Maintain venue portfolio by requesting images from past clients and photographers
  • Other duties as assigned and deemed necessary to the position

Events

  • Coordinate events from start to finish and act as key point of contact and liaison between the client and all relevant parties Catering, Production, Security, Front-of-House.
  • Create master event documents, recording and communicating event details as needed
  • Attend "walk-throughs" and necessary client meetings
  • Be on-site during events and serve as liaison for any client needs
  • Coordinate event logistics including load-in, setup, execution and break down of events
  • Supervise part-time event staff and third parties on-site to ensure Peace Center policies and procedures are followed
  • Observe all company safety and security policies to ensure safety of self, patrons and coworkers
  • Develop and maintain a positive relationship between clients, vendors and the Peace Center

QUALIFICATIONS

  • Bachelor's degree, or significant practical experience combined with education
  • Minimum of one 1 year of experience coordinating events, or other relevant experience
  • Working knowledge of industry trends in event decor and coordination
  • Strong working knowledge of Microsoft office applications
  • Exceptional customer service skills with the ability to interact with a diverse group of people
  • Superior organizational skills with a strong attention to detail
  • Excellent time management skills

JOB REQUIREMENTS

  • Must maintain a professional appearance at all times
  • Ability to work an irregular schedule including evenings and weekends
  • Ability to adapt quickly to a fast paced environment