Events & Hospitality Logistics Coordinator

Description

Department: Events Management / Operations

Job Status: Full-time

FLSA Status: Exempt

Reports To: Director of Events and Hospitality

Work Schedule: Days, nights, weekends, some holidays

Amount of Travel Required: Minimal

Positions Supervised: Seasonal workers

POSITION SUMMARY

The Events and Hospitality Logistics Coordinator assists the Director of Events and Hospitality in all aspects of operating the Events Department at the College, including:

The Events and Hospitality Logistics Coordinator serves as the primary point of contact for the scheduling, planning, organization, and management of events that take place on the Benedictine College campus. Functions as the main college representative to internal and external groups who utilize any college facility for an event. Supports the Event Management Committee to ensure college facilities are properly set up and equipped for each event, the event is staffed accordingly, and monitors the logistics of these events.

The Events and Hospitality Logistics Coordinator must have a love for special events, provide outstanding customer service, be an enthusiastic professional, and be able to build relationships with internal and external customers. Must have excellent communication skills, attention to aesthetic detail, understanding of Benedictine hospitality, be able to multitask, think creatively, think on their feet, and troubleshoot problems.

The Events and Hospitality Logistics Coordinator must have the ability to visualize an event from start to finish including the steps that need to be taken to successfully accomplish the event. Must be able to anticipate event needs, discern work priorities, and meet deadlines with little supervision. Responsible for coordinating the requests of internal and external groups utilizing College facilities including being physically present on campus before, during, and after events.

Requirements

ESSENTIAL FUNCTIONS

1. Event Planning

• Complete Event Request Forms submitted by internal and external groups
• Manage all campus events in EMS, our facility usage management system
• Manage the Event Department SharePoint site, including training of users
• Update campus master calendar and posted room usage schedules
• Coordinate appointments to tour campus facilities for event related purposes
• Provide assistance and information to faculty, staff, student, and outside groups regarding facility use
• Maintain contact with clients via telephone, e-mail, written correspondence, and personal meetings
• Represent the college in a public relations / liaison capacity on matters relating to events and at departmental meetings
• Recommend to Event Management Committee approval or denial of facility usage for specific events when appropriate
• Manage usage agreement negotiations for external groups
• Aggressively gather information on each event to achieve quality results

2. Event Set-up

• Create and revise room layouts for each event as needed
• Coordinate usage of audio-visual equipment and other IT requests with A/V and IT support personnel
• Create room assignments and maintain accurate occupancy records for event groups
• Organize, distribute, collect, and secure all building keys and access cards as needed
• Inspect event spaces and meeting areas used by guests before and after each usage to confirm spaces are ready and properly equipped to host events.
• Coordinate physical maintenance of event spaces as required
• Finalize event requirements including table arrangements and number and nature of support personnel needed such as housekeepers, security guards, food service personnel, etc.

3. Event Management / Follow-up

• Conduct efficient registration processes for each event group
• Enforce applicable college regulations and policies
• Make or arrange for last-minute adjustments in room setup, equipment requests, and personnel needs
• Attend events to facilitate logistics and respond to last minute requests, emergencies, problems, etc.
• Ensure all aspects of events are implemented and controlled according to plans
• Manage on-site production and clean up for events
• Ensure facilities are returned to their original condition
• Perform surveys to evaluate customer satisfaction

4. Conferencing

• Provide hotel level service for overnight guests (i.e. stocking toiletries and replacing bedding/flipping rooms) and serve as concierge
• Supervise seasonal summer conference workers (up to 4 Student Summer Leaders and up to 20+ Summer Workers)
• Create housing assignments and maintain accurate occupancy records for event groups
• Prepare nametags, materials, notebooks, packages, gift bags, registration lists, seating cards, etc.
• Organize, distribute, collect, and secure all residence hall room keys Inspect residence halls and other meeting areas used by guests before and after each usage

5. Billing / Budget Management

• Coordinate with the Business Office to invoice groups and complete checkout and payment procedures upon their departure
• Assess losses and damage charges after each visit
• Oversee department budget to ensure goals are met

6.…