Event Coordinator IV Job Louisville area,Kentucky USA,Business

Department:

Location: Shelby Campus

Time Type: Full time

Worker Type: Regular

Job Req : R109529

Minimum Requirements: Bachelor's degree in a related field or an equivalent combination of education and experience. Grade 4 (Hourly)

Position Description

The Events Coordinator IV at the Delphi Center for Teaching and Learning is responsible for managing all aspects of their portfolio of 200+ sold or assigned events per year, providing exceptional customer service from the initial booking/assignment through event execution and wrap-up. The Events Coordinator IV works collaboratively with the client, the rest of the ECS team, the business office, and other third‑party service providers, managing the customer relationship to provide a seamless experience.

They represent the university in interactions with our clientele which includes not only university departments, but also community organizations, state associations, government departments and the most prominent companies in the city. The Events Coordinator IV provides strategic and tactical support for events, utilizing their knowledge of logistics, equipment, catering, audio visual and other event elements to advise clients and ensure their requirements for the event are met.

They are responsible for producing quotes or estimates and consulting with the client to optimize their event goals within their budget. The Events Coordinator IV maintains detailed documentation of all event elements, including event contracts, catering orders and insurance requirements and ensures all billing charges are accurate and complete for invoicing. The Events Coordinator IV also has responsibility for sales efforts that contribute to achieving the unit's financial goals, including responding to incoming Requests for Proposal and outreach to previous customers regarding re‑booking, as well as assisting the marketing team in identifying and documenting customer success stories for social media and other marketing efforts.

Essential Duties and Responsibilities

1. Event Booking (prospects handed off from sales manager; RFPs or other ready‑to‑book leads; direct repeat business) - 30% Respond to inquiries and requests for proposals by phone and email. Collaborate with sales manager to ensure a seamless transition from sales to booking to event execution. Provide accurate information and pricing; advise prospects on facilities and capabilities. Conduct tours as needed.

Qualify and book events; produce event order confirmations and ensure all documentation is received and stored.

2. Event Management - 50% Manage all aspects of booked events including room setups, catering menus, AV and technology needs, special services or equipment (linens, staging, additional AV). Enter and maintain current, accurate and detailed event information in Ungerboeck. Consult with the client and communicate/coordinate requirements with all necessary staff/vendors to ensure flawless execution of events. Communicate and ensure compliance with ECS and university policies.

Monitor during the event and use independent judgment to troubleshoot and resolve problems. Review catering and other invoices and prepare event for invoicing by business office. Respond to customer complaints or issues and recommend solutions to director as necessary. Assist with contacting client for collection of payment as necessary.

3. Department Support - 20%

Tracking/Reporting
- Enter and track in Momentus the disposition (e.g., booked, no sale, in progress) of all RFPs or other inquiries; document reasons for lost business. Proactively contact all previous year's bookings, at least six months in advance, to inquire about re‑booking. Document any catering or AV issues and work with catering coordinator and department…