Event Specialist

Okaloosa County; Fort Walton Beach (FL); Vor Ort; USD 35.000 - 52.000; Vollzeit

Zusammenfassung

Okaloosa County’s Destin-Fort Walton Beach Convention Center seeks an administrative events support specialist to assist events staff, meeting planners and other groups in delivering successful events.

You will respond to inquiries, coordinate internal events, manage CRM records, prepare room diagrams, and help with post-event follow-up, signage and vendor coordination.

Qualifikationen

• High school diploma or GED with at least 1 year experience in tourism, events, customer service or marketing/promotional field.
• Experience with Microsoft Excel is required; experience with Word and Outlook is preferred.
• Experience with CRM software and room diagramming software is preferred.
• Strong communication and customer-service skills are essential.
• Ability to work in a fast-paced environment and meet deadlines.

Aufgaben

• Responds to inquiries for information from leads and coordinates information for the Destin-Fort Walton Beach area and Convention Center.
• Identifies leads and new business; distributes leads, inquiries, prospect lists, reports and information to industry stakeholders.
• Coordinates and serves as main contact for internal events; prepares room diagrams, event orders, function schedules and disseminates event information.
• Uses CRM software to track clients, activities, correspondence, deposits and receipts.
• Maintains inventory for events and dresses tables for setup; assists with post-event follow-up and signage/graphics.
• Develops content calendars and ensures continuity with event management software.
• Disseminates weekly schedule of events and coordinates with Tourist Development staff to add events to the destination website.
• Assists vendors with exhibit procurement and payments; coordinates installation with events and operations divisions.
• Maintains electronic databases across software programs including event photography.
• Performs other duties as assigned.

Kenntnisse

Customer service

Event coordination

Communication

Tourism industry knowledge

Ausbildung

High school diploma or GED

Tools

Microsoft Excel

Microsoft Word

Outlook

CRM software

Room diagramming software

Jobbeschreibung

Provides administrative, operational, and clerical support for events staff, meeting planners, and other groups to facilitate successful events at the Destin-Fort Walton Beach Convention Center.

• Responds to inquiries for information from leads coming to the Destin-Fort Walton Beach area and the Convention Center.
• Identifies leads and new convention center business; distributes leads, inquiries, prospect lists, reports and information to industry stakeholders.
• Coordinates and serves as primary point of contact for internal events hosted by the Okaloosa County Board of County Commissioners (i.e., preparing room diagrams, event orders, function schedules and disseminating event information); assists with external clients as needed.
• Utilizes Client Relationship Management (CRM) software to track current and future clients, activities, correspondence, lost business and opportunities, industry supplier accounts, and process deposits and receipts.
• Maintains an inventory of linen, skirting, etc. for events; dresses tables and places for pre-event setup and breaks down post-event.
• Develops and maintains content calendars; ensures continuity with current event management software.
• Distributes event and change order packets detailing events in the Convention Center; disseminates weekly schedule of events and coordinates with Tourist Development staff to add events to the destination website.
• Performs administrative post-event follow-up activities (i.e., written correspondence, verify statistical data, and scanning documents).
• Creates signage and graphics for the Convention Center website, internal promotional and directional displays, Tourist Development Council calendar, and marquee.
• Develops presentations for tourism, Convention Center and TDD partner events, site tours, and familiarization tours; may assist with providing tours as needed.
• Assists vendors with the procurement of exhibit-related products; processes payments, sends receipt confirmations and coordinates installation with the events and operations divisions.
• Maintains electronic databases across various software programs to include files of event photography.
• Performs other duties as assigned.

Education, Training, and Experience

High school diploma or GED; supplemented by a minimum of one (1) year experience in the tourism, events, or customer service industry or marketing/promotional field; or an equivalent combination of training and experience which provides the required knowledge, skills and abilities. Experience with Microsoft Excel is required. Experience with Microsoft Word and Outlook is preferred. Experience with CRM software and room diagramming software is preferred.

Licenses and/or Certifications

Requires a valid driver license.

Physical Requirements

Requires the ability to operate modern office equipment, to include, computers, copy/fax machines, and any related peripherals. Must be able to exert 10 to 50 pounds of force occasionally and or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. This position requires periodic walking and standing. May require bending, stooping and twisting. Physical demands are essentially those of sedentary work.

Language Ability

Requires the ability to communicate effectively in English, including the ability to convey, record and exchange information; requires the ability to explain procedures and to give, receive and follow oral and written instructions. Must be able to read a variety of technical data, policy and procedure manuals, codes, professional journals, etc. in moderately complex terminology. This position requires the ability to prepare forms and reports using prescribed formats, and adhering to all rules of grammar, spelling, diction and punctuation. Requires the ability to communicate with a broad array of individuals from various professional backgrounds.

Intelligence

Requires the ability to apply principles of logical or scientific thinking to define problems, collect data, establish facts and draw valid conclusions; to interpret a variety of technical instructions in written, mathematical or diagrammatic form; to learn and understand relatively complex principles and techniques; to make independent judgments in absence of supervision; to acquire knowledge of topics related to primary occupation. Requires the application of principles of influence systems and synthesis functions.

Numerical Aptitude

Must be able to add, subtract, multiply and divide; determine weight; calculate decimals and percentages; compute discount, profit and loss, ratio and proportion; interpret graphs.

Interpersonal Temperament

Requires the ability to deal with people beyond receiving instructions. Must be adaptable to performing under moderate levels of stress, imposed by frequent deadlines, peak workloads or public contact. Requires the ability to exercise consistent tact and courtesy when in frequent contact with various professionals, county staff, and the general public.