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POSITION: EVENTS COORDINATOR

DEPARTMENT: EVENTS

REPORTS TO: GENERAL MANAGER

FLSA STATUS: NON-EXEMPT

Summary

ASM GLOBAL, the leader in privately managed public assembly facilities, has an excellent and immediate opening for an Events Coordinator at the Blue Water Convention Center. The Events Coordinator provides professional client services support in the planning, organization and management of events within the facility, and monitoring the logistics of these events, and all event coordination including; sales, planning and the execution of all rooms, equipment, AV, food and beverage needs for the convention center from booking through the conclusion.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Meet, guide, and advise with assigned clients as necessary regarding all event details and logistics.
Gather and organize all information pertinent to the event such as schedule and meeting room requirements.
Quote rates and assist with formal agreements. Prepares contracts and deposit invoices.
Guide clients in preparation of events by interpreting and explaining contract provision, policies and procedures.
Meet with internal departments as necessary to discuss event requirements.
Hold pre-event meeting with client and keep client informed of schedule deadlines, including but not limited to floor plans, meeting room set -up specifications, insurance requirements and other related details. Communicate and work with the internal departments to review event requirements and logistics.
Respond to client inquires by either providing information or directing inquiry to appropriate internal department.
Maintain bar inventory, train and schedule additional part-time event staff and monitor bars during events.
Coordinate menus, linen requests, and client needs.
Ensure a successful client event by partnering other internal departments and outside caters to meet food standards, room set up and on-time service with the result of client satisfaction
Provide clear, concise and timely communication of detailed requirements to operations.
Process last minute changes requested by clients and alerts internal departments and/or service contractors as necessary.
Assist and troubleshoot basic IT and AV needs for clients at the Convention Center as needed and bill appropriately. Report any issues with IT and AV equipment to Operations Staff.
Prepare and distribute to client and internal departments in a timely manner an event document and diagram detailing all information required for the execution of the event.
Maintain event files documentation of all contracts and correspondence, including uploading to software.
Invoice and collect final payments before events.
Prepare, review, complete and file final event settlements.
Ensure customer satisfaction throughout the event planning process and during the event.
Perform related duties as assigned by GM.

WORKING ENVIRONMENT/CONDITIONS

Substantial standing and walking, sitting at computer; not substantially exposed to adverse conditions.
Perform office related functions in standard office setting.

QUALIFICATIONS

Two years' experience (intern) in the operation and execution of conventions, trade shows, meetings.
Bachelors degree in Event Management (Preferred)
Must be able to effectively manage many conflicting priorities at one time
Excellent communication and organizational skills.
Must be able to work under limited supervision.
Ability to work in a team environment and interact with all department levels and staff.
Excellent problem solving and decision-making skills.
Professional presentation, appearance and work ethic.
Computer knowledge including Microsoft Office

HOURS OF WORK

Ability to work long and irregular hours due to functions that may include day, evening, weekends and holidays.

SUPERVISORY RESPONSIBILITIES

Shared supervision and scheduling of part-time/temporary bar & event staff as needed per events.

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.
While performing the duties of this job, the employee is regularly required to

Move around the facility
To stand for long hours during events, at times walking and/or standing up to 8-10 hours
Talk and hear.
This position may require work inside or outside of the building, as needed by events.
This position requires stooping and lifting.

Note

The essential responsibilities of this position are described under the headings above. They may be subject to change at any time due to reasonable accommodation or other reasons. Also, this document in no way states or implies that these are the only duties to be performed by the employee occupying this position.

To Apply

Apply at: ASM Global

Click on job opportunities

Or click on link below:

https://recruiting.adp.com/srccar/public/RTI.home?c=1152751&d=ExternalCareerSite&r=5000744386406#/

J DeVriendt

Blue Water Convention Center

Port Huron, MI 48060

Applicants that need reasonable accommodations to complete the application process may contact 810-201-5513.

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, sex, sexual orientation, age, disability, gender identity, marital or veteran status, or any other protected class.