Events Coordinator IV

University of Louisville; Louisville (KY); On-site; USD 32,000 - 44,000; Full time

Job summary

University of Louisville's Delphi Center for Teaching and Learning seeks an Events Coordinator IV to manage a portfolio of 200+ events annually, delivering exceptional service from initial inquiry through wrap-up.

The role collaborates with clients, the ECS team, business office, and third-party vendors to ensure seamless event execution and accurate billing, while pursuing re-booking opportunities and client success stories for marketing.

Qualifications

• 5 years' direct experience booking and coordinating meetings and events.
• Strong competence using Microsoft Outlook and Word; basic Excel.
• Experience using Momentus event management software is a plus.
• Experience using Microsoft Visio diagram software is a plus.

Responsibilities

• Event Booking: respond to inquiries, coordinate with sales, provide pricing, and book events.
• Event Management: manage room setups, catering, AV, coordinate staff/vendors, and prepare invoicing.
• Department Support: track RFPs in Momentus, marketing/social media involvement, and team participation.

Skills

5 years' direct experience booking and

Tools

Momentus

Microsoft Visio

Job description

Position Description:

The Events Coordinator IV at the Delphi Center for Teaching and Learning is responsible for managing all aspects of their portfolio of 200+ sold or assigned events per year, providing exceptional customer service from the initial booking/assignment through event execution and wrap-up.

The Events Coordinator IV works collaboratively with the client, the rest of the ECS team, the business office, and other third-party service providers, managing the customer relationship to provide a seamless experience.

They represent the university in interactions with our clientele which includes not only university departments, but also community organizations, state associations, government departments and the most prominent companies in the city.

The Events Coordinator IV provides strategic and tactical support for events, utilizing their knowledge of logistics, equipment, catering, audio visual and other event elements to advise clients and ensure their requirements for the event are met.

They are responsible for producing quotes or estimates and consulting with the client to optimize their event goals within their budget.

The Events Coordinator IV maintains detailed documentation of all event elements, including event contracts, catering orders and insurance requirements and ensures all billing charges are accurate and complete for invoicing.

The Events Coordinator IV also has responsibility for sales efforts that contribute to achieving the unit's financial goals, including responding to incoming Requests for Proposal and outreach to previous customers regarding re-booking, as well as assisting the marketing team in identifying and documenting customer success stories for social media and other marketing efforts.

Essential Duties and Responsibilities:

1. Event Booking (30%)

Respond to inquiries and requests for proposals by phone and email. Collaborate with sales manager to ensure a seamless transition from sales to booking to event execution. Provide accurate information and pricing; advise prospects on facilities and capabilities. Conduct tours as needed. Qualify and book events; produce event order confirmations and ensure all documentation is received and stored.

2. Event Management (50%)

Manage all aspects of booked events including room setups, catering menus, AV and technology needs, special services or equipment (linens, staging, additional AV). Enter and maintain current, accurate and detailed event information in Ungerboeck. Consult with the client and communicate/coordinate requirements with all necessary staff/vendors to ensure flawless execution of events. Communicate and ensure compliance with ECS and university policies. Monitor during the event and use independent judgment to troubleshoot and resolve problems. Review catering and other invoices and prepare event for invoicing by business office. Respond to customer complaints or issues and recommend solutions to director as necessary. Assist with contacting client for collection of payment as necessary.

3. Department Support (20%)

• Tracking/Reporting - Enter and track in Momentus the disposition (e.g., booked, no sale, in progress) of all RFPs or other inquiries; document reasons for lost business. Proactively contact all previous year's bookings, at least six months in advance, to inquire about re-booking. Document any catering or AV issues and work with catering coordinator and department director to ensure all problems are managed and corrected.
• Marketing/Social Media/Promotions - Actively look for opportunities to post photos of clients/events on Facebook page. Seek testimonials from clients and look for opportunities to tell success stories. Keep in touch with regular customers and look for opportunities to book more business. Actively seek referrals from current customers and forward them to sales manager.
• Team Participation - Participate in weekly team meetings, strategic planning sessions and other department meetings. Seek and share ways to improve operations and increase profitability. Other duties as assigned.

Preferred Qualifications:

• 5 years' direct experience booking and coordinating meetings and events for an event venue
• High degree of competence using Microsoft Outlook and Word; basic competence using Microsoft Excel
• Experience using Momentus event management software a plus
• Experience using Microsoft Visio diagram software a plus

Competencies:

• Self-directed -- able to manage their workflow to meet the requirements of the job with little task-level supervision
• Organization & time management - able to juggle multiple tasks and projects and switch gears quickly; able to prioritize and manage workload to meet deadlines
• Extremely detail-oriented; able to manage large amounts of information with excellent accuracy
• Able to communicate detailed information with clarity
• Strong customer service ethic - able to listen to customer needs and advise/guide them; responsive to inquiries in a timely manner; pleasant manner on the phone and in person
• Interpersonal skills - able to work effectively as part of a team. Able to communicate effectively with people at all levels of an organization and represent the university professionally with high profile customers
• Independent judgment -- able to learn and understand department policies and apply that knowledge to make quick decisions to satisfy customer needs or trouble-shoot problems during an event
• Process-oriented -- able to learn and manage complex work systems and processes
• Problem solving - able to think creatively to overcome challenges; able to keep calm and react effectively when problems arise during an event

Work Hours and Location

This is a full-time position with a 37.5-hour regular workweek. Flexible hours may be considered between 7:00 AM and 6:00 PM (ET), Monday through Friday, with business needs in mind. Possible evening and weekend hours may be needed. This position's office is located on the Shelby Campus.

The Delphi Center for Teaching and Learning:

The Delphi Center for Teaching and Learning seeks candidates who value teamwork, customer service and excellence. As a teaching and learning center, the Delphi Center provides direct feedback on a regular basis to all employees through the lens of a growth mindset. The Delphi Center is driven by data, sound processes, and excellence, and is always seeking and giving feedback on one another's work.

The Delphi Center is committed to creating campus environments that support the success of all students and employees. We believe that employees who feel valued and respected will create policies, programs, practices, research agendas, and services that effectively meet the needs and exceed the expectations of our customers. The Delphi Center encourages candidates to apply who have demonstrated the capacity to create supportive work environments, collaborate effectively on teams, and serve our customers.

Equal Employment Opportunity

The University of Louisville is an Equal Employment Opportunity employer. The University strives to provide equal employment opportunity on the basis of merit and without unlawful discrimination on the basis of race, sex, age, color, national origin, ethnicity, creed, religion, disability, genetic information, sexual orientation, gender, gender identity or expression, veteran status, marital status, or pregnancy. In accordance with the Rehabilitation Act of 1973 and the Vietnam Era Veteran Readjustment Act of 1974, the University prohibits job discrimination of individuals with disabilities, Vietnam era veterans, qualified special disabled veterans, recently separated veterans, and other protected veterans. The University acknowledges its obligations to ensure affirmative steps are taken to ensure equal employment opportunities for all employees and applicants for employment. It is the policy of the University that no employee or applicant for employment be subject to unlawful discrimination in terms of recruitment, hiring, promotion, contract, contract renewal, tenure, compensation, benefits, and/or working conditions. No employee or applicant for employment is required to endorse or condemn a specific ideology, political viewpoint, or social viewpoint to be eligible for hiring, contract renewal, tenure, or promotion.

Assistance and Accommodations

Computers are available for application submission at the Human Resources Department located at 2315 South First Street Walk, Room 02C - Louisville, Kentucky 40292.

If you require assistance or accommodation with our online application process, please contact us by email at [e-mail] or by phone [phone].

Target salary $27.47 per hour Compensation will be commensurate to candidate experience.