Event Services Coordinator

asmglobal; City of Albany (NY); On-site; USD 56,000 - 69,000; Full time

Job summary

Legends Global seeks an Event Services Coordinator to oversee all aspects of facility operations for events, coordinate client meetings, and liaise with service contractors to ensure flawless execution. You will interpret contract provisions, track deadlines, organize floor plans, insurance requirements and other details, and provide clear, concise, timely communication of these needs to operations.

The role requires excellent organization, planning and interpersonal skills, experience with

Qualifications

• Minimum- 2-year Associate Degree from a two or four-year college or university.
• 1–3 years related experience
• Or equivalent combination of education and experience
• Working knowledge of facility management, services and equipment for a similar facility

Responsibilities

• Oversees all aspects of facility operations related to events.
• Meets with client groups to plan and organize assigned meetings and/or events.
• Coordinates activities with service contractors for assigned meetings and/or events.
• Guides clients in preparation of events by interpreting and explaining contract provisions, policies and procedures.
• Keeps clients informed as to status of deadline schedules and requirements.
• Provides clear, concise, and timely communication of detailed requirements to operational departments.
• Assists in scheduling operational set-ups to provide equipment or service needs.
• Serves as primary liaison between clients and facility departments.
• Monitors in-house events and follows up on client requests and concerns.
• Attends planning and other meetings in support of facility operations.
• Produces a Schedule of Events Report for weekly staff meeting.
• Enters event bookings into Legends Global Month at a Glance Calendar.
• Processes contract paperwork.

Skills

Organizational skills

Planning

Interpersonal skills

Floorplan software

Microsoft Office (Word, Excel, PowerPt

Prioritization

Problem solving

Communication

Supervisory experience

Professional presentation

Education

Associate degree

Tools

Floorplan software

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Job description

Summary:

The Event Services Coordinator provides professional client services support in the planning, organization and management of events within the facility, monitoring the logistics of these events, and all event coordination tasks after events are booked through the conclusion.

Essential Duties and Responsibilities:

Include the following. Other duties may be assigned.

• Oversees all aspects of facility operations related to events.
• Meets with client groups to plan and organize assigned meetings and/or events.
• Coordinates activities with the various service contractors for assigned meetings and/or events.
• 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.
• Provides clear, concise, and timely communication of detailed requirements to operational departments.
• Assists in scheduling operational set-ups to provide equipment or service needs.
• 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.
• Attends appropriate planning, organization and other event and facility meetings in support of facility operations.
• Produce a Schedule of Events Report for the weekly staff meeting.
• Work with Sr. Sales Manager to enter in event bookings into Legends Global Month at a Glance Calendar.
• Process contract paperwork.

Supervisory Responsibilities:

The Event Services Coordinator carries out responsibilities in accordance with Legends Global policies and applicable laws. Responsibilities include planning client meetings and working with catering services ensuring set up is accurate.

Qualifications:

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.

Education and Experience:

• Minimum- 2-year Associates Degree from a two or four-year college or university.
• 1 – 3 years related experience
• Or equivalent combination of education and experience
• Working knowledge of the principles of facility management, services and equipment for a similar facility

Skills and Abilities:

• Excellent organizational, planning and interpersonal skills

• Experience with some form of floorplan software
• Proficient in Microsoft Word, Excel, and PowerPoint
• Ability to prioritize multiple projects
• Demonstrate problem-solving and communication skills
• Supervisory experience preferred
• Professional presentation, appearance and work ethic

Computer Skills

To perform this job successfully, an individual should have knowledge using Microsoft Office and floorplan software.

Other Qualifications

• Ability to work under supervision and to interact with all levels of staff including Management
• Ability to work long and irregular hours that may vary due to functions and may include day, evening, weekends and holidays.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to move around the facility; to stand for long hours during events; talk and hear. This position may require work inside or outside of the building, as needed by events.

NOTE:

The essential responsibilities of this position are described under the headings above. They may be subject to change at any time due to reasonable accommodation or other reasons. Also, this document in no way states or implies that these are the only duties to be performed by the employee occupying this position.

Shift/Schedule:

Normal office hours are Monday – Friday 9:00 am – 5:00 pm. This position requires ongoing flexibility to work long and irregular hours that may vary due to functions and may include day, evening, weekends and holidays.

Pay Rate:

$62,500 Annually

Legends Global is an Equal Opportunity/Affirmative Action employer, and encourages Women, Minorities, Individuals with Disabilities, and protected Veterans to apply. VEVRAA Federal Contractor.