Under the general guidance and direction of the facility manager, the event coordinator is responsible to plan, schedule, coordinate, and manage on-going events, conventions, and meetings and adheres to all contractual and safety requirements of the Golden Spike Events Center. Will schedule meetings, conduct tours, and handle correspondence with facility users regarding services offered by the facility.
Example of Duties:
(Any one position may not include all of the duties listed, nor do the listed examples include all duties which may be found in positions of this class.)
Acts as the liaison between tenants, the general public, and Golden Spike Event Center (GSEC) to ensure that all requested services are supplied in a high quality manner. Contacts tenant to obtain the event’s basic and specific needs. Responsible for communicating to other GSEC staff the event requirements as necessary.
Generates an event file, including (but not limited to) contract, proof of insurance, setup requirements, concessions requests, etc., from which all tenant requested services will be provided. Manages the event for GSEC and ensures that all requested building services are provided in a timely manner. Be able to successfully communicate with Facility staff about setup requirements.
Assures that area set-ups are in accordance with tenant agreement, safety, fire, and health code procedures. Generates computerized floor plans for set-ups. May direct and monitor work crew in the absence of other supervision.
Receives and responds to complaints from tenants and the general public if possible, or refers them to the appropriate party. Performs event settlements, if required.
Coordinates with audio-visual contractor for client needs and equipment placement and may assist in ordering and billing for said equipment. May open and secure facility before and after scheduled events or delegate to the appropriate party. Conducts site tours for prospective tenants and other interested parties.
Acts as the Manager-on-Duty as assigned. Oversees events, both daytime and evenings, seven days a week, when the nature of the event warrants the coordinators presence. Makes decisions as required to handle tenant’s needs. Tracks dates for client contracts, deposits, insurance, and rental balances.
Conducts follow-up meetings emails, and/or conversations with clients in order to re-book event(s) and works with clients after events to ensure payment of all amounts due to the facility.
Coordinates the scheduling for the GSEC Winter Hourly Riding program. Ensure proper invoicing and payments for each participant while following set rules.
Responsible as a backup for Time and Service reporting for GSEC staff. This includes entering into county computer system, maintaining filing in accordance to GRAMA, distribution of pay stubs, and maintaining activity and division codes for cost accounting.
Performs other duties as needed or required.
Education and Experience:
Education: Associate Degree in business, sales or a related field.
Experience: Two years of experience in convention, hotel, theater, or other similar public assembly facility.
Any equivalent combination of education and experience.
Knowledge: Considerable knowledge of all administrative and operational procedures, all building policies and specifications, safety rules, and fire regulations; considerable knowledge of hospitality, industry, marketing and organizational principles and procedures; considerable knowledge of management operational procedures of convention/cultural center and theater facilities; considerable knowledge of business practices as they pertain to billing and contractual arrangements for tenants of public assemble facilities.
Skills: Skilled in the use of a computer (Microsoft Office); skilled in public relations, and customer service.
Ability: Ability to work independently and to interact in a highly positive way with the public and maintain a good public image in representing the facility; ability to relate and respond to all facility personnel in the process of implementing the event set-up; ability to relate to clients and business in a professional manner; ability to establish and maintain effective working relationships with employees, tenants, county, and municipal officials, service contractors, and the public; ability to communicate effectively both verbally and in writing; ability to analyze problems and make recommendations for improvement; ability to prepare clear, concise, and accurate event wrap-up reports.
Must have a Utah Driver’s License and a good driving record. Must be adaptable to changing work hours as schedule may vary depending on scheduled events. Must be willing to work evening, Saturdays, Sundays, and holidays.
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. While performing the duties of this job, the employee is regularly required to use hands to finger, handle, feel, or operate objects, tools or controls and reach with hands and arms. The employee frequently is required to stand, talk and/or hear. The employee is occasionally required to walk, sit, climb or balance, stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 25 pounds and occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The employee may be exposed to all types of weather conditions. The employee may occasionally be exposed to fumes or airborne particles. The noise level in the office work environment is usually quiet, event work environment is moderately loud.
Weber County is an Equal Opportunity Employer.
To request an accommodation or for technical assistance please call us at 801-399-8623