Event Coordinator

JOB SUMMARY:

Under general supervision, manage, coordinate, plan and execute all event related needs for clients contracted with Destination El Paso. Ensuring overall success and client retention for Destination El Paso and the City through outstanding customer service.

MAJOR RESPONSIBILITIES AND ESSENTIAL DUTIES:

Included but are not limited to the following:

• Ensures successful event coordination activities by monitoring events, maintaining close contact with clients and staff to ensure successful service levels are achieved.
• Meets with client groups to plan and organize assigned meetings and/or events.
• Guide’s 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.
• Prepares costs estimates, monitors final billing, and settles event costs with clients in a timely manner.
• Collect and settle invoices in a timely manner.
• Provides clear, concise, and timely communication of detailed requirements to operational departments.
• Maintains Event related reports, information, and files.
• Attends appropriate planning, organization and other event and facility meetings in support of facility operations.
• Maintains the proper image and generates positive public relations with patrons and staff.
• Schedule event staff for day-to-day operations and special events. Continue to adjust and update work schedules to reflect cost efficiency and building activity.
• Establish and maintain effective working relationships with police, fire, EMT’s and other security personnel and/or safety organizations.
• Handle complaints, disturbances or related problems with the public, staff or clients and promoters.
• Investigate, report, and provide follow-up on incidents including damage or injury to the facility or individuals.
• Work extended and/or irregular hours including nights, weekends & holidays.
• Serves as manager on duty as required.
• Perform related duties as required and assigned.

SKILLS REQUIRED:

Position requires the ability to:

• Ability to learn and demonstrate industry terminology, facility capabilities, operational procedures, event coordination and event related services.
• Handle multiple tasks simultaneously.
• Demonstrate the principles and techniques of supervision, training, budgeting, and other administrative duties.
• Handle conflicts, make common sense decisions, and exercise proper action during high tension and stressful situations.
• Work independently, exercise judgement and initiative.
• Organize and prioritize work to meet deadlines.  Work effectively under pressure and/or stringent schedule and produce accurate results.
• Remain flexible and adjust to situations as they occur.
• Follow oral and written instructions and communicate effectively with others in both oral and written form.
• Maintain a professional image.
• Maintain an effective working relationship with clients, employees, exhibitors, patrons, and others encountered in the course of employment.
• Tactfully interact with staff, clients, the public, and the hospitality community
• Handle multiple priorities simultaneously.
• Operate modern office equipment, including but not limit to computer, fax, phone, and copy machine.
• Computer knowledge in Microsoft Office and ability to learn and operate event creation software.
• Must possess a valid driver’s license.

EDUCATION AND/OR EXPERIENCE:

• Bachelor’s degree from an accredited four-year college or university in hospitality, business, or related field preferred or equivalent combination of education, training, and experience.
• One (1) year professional experience in event management and/or venue operations. Convention Center experience is preferred.
• Customer service experience is required.

WORKING ENVIRONMENT/CONDITIONS

• Must be able to work in an office environment.
• Be able to operate a personal computer using Windows, Office, and other standard office equipment.
• Must have strong computer working skills in MS Office.
• Requires sitting and working on the computer as well as the phone; assisting with duty manager requirements for events which would include standing and walking.
• Occasionally, bending, stooping, and lifting may be required.  Position may subject to adverse conditions and irregular schedules.
• Ability to work in a fast-paced environment.
• Must be able to get along with co-workers, customers, vendors, and visitors to the facility.
• Must be a team player.
• Ability to function independently with minimal supervision.

• Follow oral and written instructions and communicate effectively with others in both oral and written form.
• Organize and prioritize work to meet deadlines. Work effectively under pressure and/or stringent schedule and produce accurate results.

NOTE: This description portrays in general terms the type and levels of work performed and are not intended to be all-inclusive or to represent specific duties of anyone incumbent. The knowledge, skills, and abilities may be acquired through combination of formal schooling, self-education, prior experience, or on-the-job training.

The essential responsibilities of this position are described under the above headings.  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.

This position offers a competitive salary.  Please complete the application thoroughly and submit a resume to be considered.

Applicants that need reasonable accommodation to complete the application process may contact- 915-534-0628

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