Event Sales Coordinator

Description

Come join a team dedicated to making a positive impact in our community, where the well-being of our residents is always our top priority. We offer flexible scheduling options (based on position) and foster professional growth through comprehensive training programs and learning opportunities. Shape your future in a career that empowers you to make a difference and thrive in a collaborative, purpose-driven environment.

POSITION SUMMARY:

This position is responsible for managing all facility rental operations at the Utah Cultural Celebration Center. Key responsibilities include handling inquiries, maintaining rental agreements, tracking payments, and providing outstanding customer service. The coordinator also collaborates with clients, staff, and vendors to ensure the successful execution of events, all in alignment with the center’s mission and commitment to community engagement.

Starting Pay: $23.40 per hour

Schedule: 4x10-hour shifts Monday - Thursday. Occasional nights and weekends as needed.

FLSA Status: Non-Exempt

Benefits: Full Benefits: health, dental, and life insurance, paid time off and paid holidays, vision reimbursement plan

Retirement: Utah Retirement Systems, Pension and/or 401(k)

Job Posting Close Date: May close any time after June 16, 2025

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Acts as the main point of contact for all client rental inquiries, client bookings, calendar scheduling, security, bar operations, linens, display items, décor, and other vendors.
• Ensures clientele is made aware of policies, rental fees, fire-codes, safety protocols, and ensure policies, procedures, and standard practices are adhered to.
• Facilitates rental customers’ needs and communicates with Venue Supervisors for any weekend or evening rental labor support for staff scheduling.
• Builds and distribute floor plans, banquet event orders (BEOs), event contracts, and other documents to client and staff.
• Collaborates with staff and vendors to ensure that the setup requirements for UCCC facility rentals, events, and programs are fulfilled. Provides support to Event Staff during setup and teardown and relays janitorial needs to the custodian.
• Be knowledgeable of all client agendas and timelines and communicate them effectively to Event Supervisors.
• Communicate all client needs from A/V, linen, setup, takedown, catering, and other needs effectively to Event Supervisors.
• Proactively arrange for space use and make sure all information is current and accurate; distributes information to staff and vendors as appropriate.
• Works closely with the Venue Manager to avoid any conflicts on the calendar.
• Have a working knowledge of on-site audio/visual equipment.
• Assist with monitoring the state of equipment and report any repairs, maintenance, or replacement of items to the Operations Supervisor.
• Helps with reporting facility maintenance issues to Operations Supervisor.
• Perform office duties related to event planning, including answering telephone and email messages, completing reports, running errands, photographing events, and collaborating with City personnel.
• Coordinates with Parks & Recreation and Maintenance Division to discuss the needs of upcoming events when applicable (sprinkler turn off, power needs, etc.).
• Demonstrates a professional demeanor in public interactions and possesses a strong service- oriented mindset, with the ability to communicate clearly and effectively with staff, volunteers, and the community.
• Seeks out partnership opportunities with local organizations and community groups to enhance program offerings and increase venue visibility.
• Identify and pursue rental opportunities that align with the venue’s mission and values.
• Collaborate with other departments to assist in their events and initiatives, fostering interdepartmental cooperation.
• Acts as Event Supervisor, as needed. Monitor, occasionally supervises, and manage bar operations including inventory, procurement, reporting, and tracking of alcohol.
• Perform additional tasks as directed by the Division Manager or Department Manager.

SUPERVISORY RESPONSIBILITIES:

• Vendors, contractors, concessionaire staff, bartenders, catering staff, etc.

Requirements

• Ability to manage multiple projects simultaneously while maintaining a high level of accuracy, organization, and attention to detail in fast-paced environments.
• Excellent verbal and written communication skills, coupled with strong interpersonal abilities.
• Ability to quickly learn new processes and industry-specific practices, with experience supporting events planning, coordination, or execution.
• Strong critical thinking and problem-solving skills, adaptable in dynamic environments.
• Collaborative team player with the ability to work independently when necessary.
• Proficient in personal computer software, including word processing, graphic design (Adobe Creative Suite, Canva), spreadsheets, and presentations.
• Skilled in building relationships with diverse groups, including team members, city personnel, officials, agencies, stakeholders, and the public.
• Willingness to participate in evening and weekend community meetings and events.

EDUCATION AND/OR EXPERIENCE:

• High School diploma (or equivalent).
• Bachelor’s degree in Hospitality, Events, Marketing, or related field, plus two (2) years directly related work experience.
• A combination of education and work experience may be substituted one for the other on a year- for-year basis.

LANGUAGE SKILLS:

• Must be able to communicate fluently in English both verbally and in writing.
• Spanish fluency preferred.

CERTIFICATES, LICENSES, REGISTRATIONS:

• Valid Utah driver’s license required.
• Ability to obtain and maintain a Food Handler’s Permit.
• Alcohol Seller and Server Certification (SIPS & TIPS) preferred.
• Certified Meeting Professional Certification (CMP), Certified Venue Manager (CVM), Certified Venue Executive (CVE) or other professional event planning certification preferred.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

• This job involves both office and event work. It requires sitting at a desk for up to five hours a day, with the rest of the time spent standing or walking, including travel to meetings or event sites.
• Occasional lifting of up to 25 pounds is required. 
• The role also involves activities such as typing, writing, bending, reaching, climbing stairs, and other repetitive motions. 
• Clear vision and hearing are needed to communicate with staff, guests, and vendors.

WORK ENVIRONMENT:

• Comfortable office environment.
• Occasional out-of-office work, including indoor and outdoor events.
• Exposure to varying levels of stress due to human behavior, workload, deadlines, and multiple tasks and assignments.
• May need to work extended irregular hours when needed.

If you are reading this and hesitating to click "apply" because you do not check every box in the posting, we encourage you to go for it! A true passion and excitement for making an impact is just as important as work experience.