Events Coordinator IV

uofl; United States; On-site; USD 55,000 - 75,000; Full time

Job summary

The Delphi Center for Teaching and Learning at the Shelby Campus is seeking an Events Coordinator IV to manage a portfolio of 200+ events yearly, guiding them from first inquiry through execution and wrap-up. You’ll work with clients, ECS team, business office, and vendors to deliver seamless events within budget, while also supporting marketing efforts and client success stories.

Ideal candidates have a Bachelor’s degree or equivalent experience, plus 5 years in event coordination and

Qualifications

• Bachelor's degree in a related field or equivalent combination of education and experience.
• 5 years' direct experience booking and coordinating meetings and events for an event venue.
• Proficiency with Microsoft Outlook and Word; basic Excel.
• Experience using Momentus event management software and Microsoft Visio is a plus.

Responsibilities

• Event Booking: qualify and book events, issue confirmations, coordinate documentation.
• Event Management: oversee room setups, catering, AV, and vendor coordination; ensure smooth execution.
• Department Support: tracking, reporting, and outreach to previous clients to drive rebookings.

Skills

Self-directed

Organization & time management

Education

Bachelor's degree in related field

Tools

Outlook

Microsoft Word

Microsoft Excel

Momentus

Ungerboeck

Microsoft Visio

Job description

Department: Location: Shelby Campus Time Type: Full time Worker Type: Regular Job Req ID: R109234 Minimum Requirements:

Bachelor's degree in a related field or an equivalent combination of education and experience. Grade 4 (Hourly) 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 (prospects handed off from sales manager; RFPs or other ready-to-book leads; direct repeat business) - 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 prioritiz