Event Services Booking Coordinator (Restricted)

Commonwealth of VA Careers; Alexandria (VA); On-site; USD 55,000 - 65,000; Full time

Job summary

NOVA Event Services is seeking an Event Services Booking Coordinator (Restricted) at Alexandria, VA. The role focuses on client relations, venue needs, and contracts, with invoicing and revenue tracking as core duties.

Eligible for telework after state probation; nonexempt, full-time position funded by college funds. Experience in event centers and production needs is valued.

Qualifications

• Strong customer service skills.
• Ability to learn event booking software.
• Input data to create schedules and invoices.
• Strong written and verbal communication.
• Excellent organization and multi-tasking.
• Accurate and detailed record keeping.
• Ability to work in fast-paced, multi-focused office.
• Knowledge of concert hall and production needs.

Responsibilities

• Booking and invoicing processes for campus venues.
• Creating and maintaining electronic records of events and contracts.
• Tracking revenue and internal expenses per event.
• Responding to rental clients and serving as face of NOVA Event Services.
• Assist with Special Event Projects as needed.
• Shared use of events calendar, phone, and client contact.

Skills

Customer service

Booking software

Data entry

Communication

Organization

Multi-tasking

Record keeping

Teamwork

Production needs

Tools

Word

Excel

Outlook

Adobe PDF

Job description

Title: Event Services Booking Coordinator (Restricted)

Agency: Northern VA Community College

Location: Alexandria - 510

FLSA: Nonexempt

Hiring Range: $55,000 - $65,000

Full Time or Part Time: Full Time

Additional Detail

Job Description

General Description

The Event Services Booking Coordinator serves as the primary customer relations manager and booking agent for NOVA Event Services. This position assists the client with venue needs, to include desired space, equipment, and technical needs, contracting, and invoicing.

***This position is eligible for telework after completion of state one-year probationary period.***

Duties and Tasks

• Booking and invoicing processes that include the Ernst Center, the Schlesinger Center, and may include other campus spaces as needed.
• Creating and maintaining electronic records of event applications, contracts, invoices, payments, and other documents.
• Creating and maintaining monthly records of actual and anticipated revenues for the department.
• Creating and maintaining monthly records of internal expenses (e.g., police, materials, others) per event for the department.
• Responds to current and potential rental clients and serves as the face of NOVA Event Services.
• The Event Coordinator also may assist with Special Event Projects for select college members on an as needed basis.
• This position involves shared use of the events calendar, phone, and face-to-face client contact.

*This position is restricted and is funded with non-continuous or non-recurring funding and is subject to continuation based on fiscal year funds and the needs of the College.

Minimum Qualifications

KSAs

• Strong customer service skills
• Ability to learn and use event booking software
• Ability to understand technical software to input data to create schedules and invoices
• Strong written and verbal communication Strong organizational skill
• Ability to multi-task and prioritize
• Accurate and detailed record keeping skills
• Ability to work in a fast-paced, multi-focused office Ability to work individually or in a team
• Knowledge of Concert Hall and/or Theatrical/Dance production needs Positive attitude

Minimum Work Experience

• Experience in in Event Management, Arts Management, Theater, Communications, or related field.
• Experience with standard computer software such as Word, Excel, Adobe PDF, and Outlook
• Experience with customer service.
• Experience with event center booking management.
• Experience working in an event center environment
• Experience working with a multi-cultural and diverse clientele.

Additional Considerations

• Experience booking and managing performing arts events, conferences, meetings and other public and private events
• Experience using event software for booking services