Project Coordinator, Venues - The Westin Alexandria

confidential; United States; On-site; USD 39,000 - 49,000; Full time

Job summary

Encore in the United States is seeking a Project Coordinator, Venues to plan and execute small events or portions of large events. You will collaborate with sales and operations to deliver on execution plans and ensure profitable outcomes.

The role reports to a Venue Operations lead and involves planning, on-site coordination, and post-event follow-up, with a strong emphasis on client satisfaction and operational excellence.

Qualifications

• High School Diploma required.
• 3+ years tech experience in the event technology or Broadcast industry.
• 2+ years administrative and customer service experience, preferred.
• Strong written and oral communication skills
• Strong Technical Background
• Strong Client relationship skills
• Operational logistics experience
• Works well under pressure
• Ability to multitask
• MS Office experience
• Ability to read technical diagrams preferred

Responsibilities

• Prepare and communicate production & labor schedules, sub-rental requirements, project scope, execution plan and individual responsibilities to lead crewmembers, vendors and venue.
• Maintain focus on client needs by attending client meetings, creating and maintaining organized show files, and responding to client concerns, questions, and problems.
• Review sales documents to confirm that the equipment and technical positions to ensure they meet client’s needs.
• Communicate event execution plan and on-site changes including billing, production schedules and client requests.
• Review all necessary information with crew leads to ensure a successful and profitable event.
• Operate equipment and assist crew as necessary/qualified.
• Mentor Encore Team Members on event execution and best practices to help improve the local knowledge base and experience in the market.
• Assist Venue Operations leaders with completion and analysis of the EPT tool for events as necessary.
• Process Encore post-event items, including review of timesheets, timely processing of invoices and post-show reporting.
• Work with Venue Operations leaders to identify training opportunities for onsite and regional workforce.

Skills

High School Diploma

Tech event experience

Administrative and customer service

Written and oral communication

Technical background

Client relationship skills

Operational logistics

Works under pressure

Multitasking

MS Office

Read technical diagrams

Tools

MS Office

Job description

Position Overview

The Project Coordinator, Venues is responsible for the planning and execution of small events or a portion of a large event. This position will ensure successful and profitable execution of events by following Encore’s Production Process and Technical Standards and will partner with the sales and operations team to deliver on event execution plans. The Project Coordinator, Venues reports to a designated Venue Operations lead (DET / DOO).

Key Job Responsibilities

Event Planning

• Prepare and communicate production & labor schedules, sub-rental requirements, project scope, execution plan and individual responsibilities to lead crewmembers, vendors and venue.


• Maintain focus on client needs by attending client meetings, creating and maintaining organized show files, and responding to client concerns, questions, and problems.


• Review sales documents to confirm that the equipment and technical positions to ensure they meet client’s needs.

Event Execution

• Communicate event execution plan and on-site changes including billing, production schedules and client requests.


• Review all necessary information with crew leads to ensure a successful and profitable event.


• Operate equipment and assist crew as necessary/qualified.


• Mentor Encore Team Members on event execution and best practices to help improve the local knowledge base and experience in the market.

Administrative & Training

• Assist Venue Operations leaders with completion and analysis of the EPT tool for events as necessary.


• Process Encore post-event items, including review of timesheets, timely processing of invoices and post-show reporting.


• Work with Venue Operations leaders to identify training opportunities for onsite and regional workforce.

Job Qualifications

• High School Diploma required


• 3+ years tech experience in the event technology or Broadcast industry


• 2+ years of administrative and customer service experience, preferred.


• Strong written and oral communication skills


• Strong Technical Background


• Strong Client relationship skills


• Operational logistics experience


• Works well under pressure


• Ability to multitask


• MS Office experience


• Ability to read technical diagrams preferred

Competencies

Deliver World Class Service

• Hospitality


• Ownership

Do The Right Thing

• Instills Trust


• Safety Conscious

Drive Results

• Action Oriented

See The Big Picture

• Tech Savvy

Value People

• Communicates Effectively

Physical Requirements

Team members must be able to meet the physical demands outlined below to successfully perform the essential job functions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The frequency options are defined as: Continuously, Frequently, Occasionally, and Never.

• Sitting: 2-3 Hours


• Standing: 4-5 Hours


• Walking: 4-5 Hours


• Stooping: 2-3 Hours


• Crawling: 2-3 Hours


• Kneeling: 2-3 Hours


• Bending: 2-3 Hours


• Reaching (above your head): 2-3 Hours


• Climbing: 0-1 Hours


• Grasping: 4-5 Hours

Note: The physical requirements marked with an asterisk () indicate activities performed without assistance.*

Lifting Requirements

• 0 - 15 lbs:* Continuously


• 16 - 50 lbs*: Frequently


• 51 - 100 lbs: Occasionally


• Over 100 lbs: Occasionally

Carrying Requirements

• 0 - 15 lbs*: Continuously


• 16 - 50 lbs*: Frequently


• 51 - 100 lbs: Occasionally


• Over 100 lbs: Never

Auditory/Visual Requirements

• Close Vision: Continuously


• Distance Vision: Continuously


• Color Vision: Frequently


• Peripheral Vision: Occasionally


• Depth Perception: Frequently


• Hearing: Continuously

Pushing/Pulling Requirements

• 0 - 15 lbs*: Continuously


• 16 - 50 lbs*: Frequently


• 51 - 100 lbs*: Frequently


• Over 100 lbs: Occasionally

Work Environment

Hotel

Work is performed in a hotel/convention center environment with moderate exposure to outdoor temperatures and to dirt, sand and/or dust. The working conditions will vary between moderately quiet to noisy volumes. Team members will use high-end audio-visual equipment and electrical components and will be exposed to heights via lifts and ladders. Team members may be asked to work in multiple hotel locations. Working times will include irregular hours and on-call status including days, evenings, weekends, and holidays. Team members must adhere to appearance guidelines as defined by Encore based on an individual hotel or a representation of hotels in that city or area.

Office

Work is performed primarily in an office environment. Working times may include irregular hours and on-call status including days, evenings, weekends, and holidays. Team members must adhere to appearance guidelines as defined by Encore based in an office environment and when traveling, on an individual venue or a representation of venues in that city or area.

The above information on this description is not necessarily an exhaustive list of all responsibilities, duties, skills, efforts, requirements or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed as assigned.

Hourly Pay Range: $27.48 - $35.73

The compensation offered for this role is determined based on the qualifications outlined in the job posting for the specified location. Final compensation is based on a number of factors including location, travel, relevant work experience, or particular skills and expertise. In addition, some positions may be eligible for other compensation such as potential overtime, bonuses or incentives.

Encore is committed to providing the best benefits options for our employees and families. Click here to view the benefits options for our employees worldwide.

We pride ourselves on cultivating a welcoming culture where every individual is celebrated for their unique strengths and differences.