Event Coordinator

Little Rock Zoo; Little Rock (IL); On-site; USD 10,000 - 60,000; Full time

Job summary

An established industry player seeks an Event Coordinator to manage small events and provide essential administrative support. This role involves overseeing event logistics, ensuring compliance with safety standards, and delivering outstanding customer service. The ideal candidate will possess strong organizational skills, a background in hospitality, and the ability to communicate effectively with clients and staff. Join a dynamic team dedicated to creating memorable experiences in a vibrant event environment, where your contributions will directly impact the success of various events. If you're passionate about event management and thrive in a fast-paced setting, this opportunity is perfect for you.

Qualifications

• 1 year of administrative experience in hospitality or related field.
• Bachelor's degree in relevant field preferred.

Responsibilities

• Coordinate small events and provide administrative support to Event Manager.
• Serve as Manager on Duty and ensure compliance with safety standards.
• Prepare financial estimates and resolve client inquiries.

Skills

Customer Service

Event Coordination

Technical Assistance

Problem Solving

Communication

Education

Bachelor’s Degree in Business Administration

Bachelor’s Degree in Hotel Management

Bachelor’s Degree in Marketing

Bachelor’s Degree in Public Administration

Tools

Spreadsheet Software

Word Processing Software

CAD Software

Job description

This is a Safety-Sensitive Job for Purposes of the Arkansas Medical Marijuana Amendment.

This position is considered Essential Personnel under the LRCVB Inclement weather policy.

JOB OBJECTIVE: To coordinate assigned small events within the facilities operated by the Little Rock Convention & Visitors Bureau (LRCVB) and provide administrative support to Event Manager(s).

1. Coordinates assigned small events within the facilities operated by LRCVB to include event outlines, equipment coordination, monitors events in progress, customer service and relations, and other contractual requirements; coordinates internal LRCVB events utilizing company facilities.
2. Serves as Manager on Duty in charge of facilities and in the absence of appropriate Departmental personnel during assigned events and other events; provides technical assistance and communicates client requests to appropriate personnel to ensure needs are fulfilled as necessary.
3. Serves as liaison between clients of the LRCVB facilities and the LRCVB staff.
4. Coordinates with the Booking Coordinator the needs and space availability for events booked within the LRCVB facilities.
5. Prepares and finalizes lease agreements and related requirements including set-up arrangements, schedules for events and number and nature of support personnel required, such as security, ticket taker/ushers, stagehands, caterers, decorators, audio-visual companies, sound and lighting companies, special event companies, promoters, etc., to determine personnel, equipment, materials, and other services necessary to produce an event.
6. Attends planning meetings with clients; conducts pre-convention and post-convention meetings with LRCVB Departments, clients, and their vendors; provides site visits/tours for international, national, regional, and local clients.
7. Prepares setup and service specifications and building schedules for events based upon planning meetings; provides specifications and schedules to the Building Services, Maintenance, Event Setup, Security Departments, and other required personnel; prepares diagrams and layouts illustrating event requirements for events within the LRCVB by hand or utilizing a CAD software program.
8. Monitors events and related activities to ensure all LRCVB policies and procedures are followed by clients, event patrons and the general public utilizing LRCVB facilities.
9. Monitors security issues and ensures all security measures are in compliance with all guidelines, policies, and procedures during events; activates emergency management procedures during all emergency situations; administers basic first aid, including cardiopulmonary resuscitation (CPR) and automated external defibrillator (AED) to injured individuals; telephones emergency personnel for individuals requiring medical attention; completes appropriate paperwork.
10. Reviews contracts and operational schedules to verify that the dates, times, facilities, and equipment provided are correct and that provisions have been fulfilled and to ensure compliance with safety standards and fire codes.
11. Reviews and monitors files and records to ensure that all event insurance certificates, licenses and permits, including pyrotechnics and traffic control permits, required for production are obtained in compliance with applicable policies and procedures.
12. Provides assistance to other LRCVB Divisions with special projects that impact the Event Operations Department; coordinates joint endeavors between the facilities and the hotels which are physically connected to ensure smooth operations of all events.
13. Prepares pre-event financial estimates and completes post-event financial settlements based on contractual requirements; inputs and updates event service orders utilizing facility booking system to process the financial settlement to collect from events; submits to the Senior Director of Event Operations and/or Director of Events for invoicing purposes in compliance with applicable policies and procedures.
14. Receives, investigates and resolves inquiries and complaints received from the public regarding facility operations and services in accordance with established policies and procedures; handles as appropriate or forwards complaints and other issues to appropriate personnel as required; reports findings and recommends solutions.
15. Maintains database of client issues and event concerns; submits to the Senior Director of Event Operations and/or Director of Events.
16. Serves as “Historian” for LRCVB events by taking photographs and capturing attendance records of various events at LRCVB facilities; maintains photograph archives for various events at LRCVB Facilities.
17. Conducts building inspections and initiates maintenance requests for items that need to be repaired to ensure the safety and appropriate appearance of the facilities in compliance with policies and procedures.
18. Interacts in a positive and responsive manner with clients, attendees of events, seminar speakers, and the general public.
19. Operates a computer, utilizing spreadsheet and word processing software in the performance of essential job functions.

MINIMUM REQUIREMENTS:

These knowledge, skills, and abilities are usually, although not always, acquired through a Bachelor’s Degree in Business Administration, Hotel Management, Marketing, Public Administration, or related field and one (1) year of administrative/professional-level work experience in a hospitality facility to include a hotel, convention center, stadium, public assembly/event facility or other related facility/industry. Equivalent combinations of education and experience will be considered.

ADDITIONAL REQUIREMENTS:

• Must be available to work evenings, weekends, and holidays as required.
• Must possess Standard First Aid and Community CPR/AED certification or other certifications which incorporate Standard First Aid and Infant, Child and Adult CPR, within six (6) months of employment, and maintain certifications for the duration of employment in this position.

This position may require one or more of the following pre-employment screenings: drug and alcohol screening, or background investigation.

DISCLAIMER:
This document does not create an employment contract, implied or otherwise.