Events Coordinator​/Part Time

JOB SUMMARY

Reporting to the Civic Center Director, the Events Coordinator provides day-to-day organizational and operational support in the development and execution of event projects held at the Forest Hill Civic & Convention Center. This position is responsible for organizing and coordinating all our community events and working with private event producers, conventions, group tours, and sports groups coming to Forest Hill. This includes but is not limited to ensuring that all event holders’ needs are facilitated with overall success in our facility.

This is accomplished through telecommunications, email, scheduled meetings, trade show attendance, and servicing various booked groups. As a team member, it will be your responsibility to promote Forest Hill as a destination for group and leisure travel.

Hours are non-traditional in nature and will vary regularly in accordance with event needs, including early mornings, late nights, and weekends.

• Prepares and reviews contracts with clients.
• On-site point of contact for all events held at the Civic & Convention Center.
• Facilitate operations of events and respond to emergencies, complications, or other unseen circumstances; ensure assigned features of events are implemented according to plans.
• Assists users of facilities by providing information regarding technical, security, and/or other requirements and assists in problem resolution effectively and efficiently.
• Appropriately greets guests and customers in a timely manner, whether directly or indirectly, prepared to provide detailed information regarding any inquiries.
• Maintains accurate and current records/files for all events prior to, during and after each event.
• Coordinate group services materials to make sure clients' needs are met.
• Complete necessary correspondence and all other communications in event process.
• Maintain a working knowledge of all city facilities, attractions, and services in the Forest Hill area available for customers' needs and act as a liaison between the group and facility when needed.
• Follow-up after each event for cleanliness of facility.
• Assists with event marketing duties and directed by Civic Center Director such as preparing for events, creating signage, writing press releases, etc.
• Compiles post event wraps up reports, evaluations and tallies client summaries.
• Provide support for special events and festivals to include planning, administrative support, and coordination of select projects, special events, fundraising initiatives, volunteer management activities, and any other responsibilities deemed appropriate.

This position may work directly with city department heads and city staff on a regular basis. In addition, the Events Coordinator may also have regular contact with volunteers, business owners, community organizations, and the general public.

• High School Diploma

• 1-3 years of experience in Hotel Sales and/or Hotel Catering or Convention & Visitors Bureau Sales
• Internet/online sales/marketing experience
• Event planning experience