SUMMARY
The Event Manager shall manage event information by planning, booking and organizing all events within the facility. This position must work well with fellow operations department employees to coordinate and oversee all phases of events. The coordinator will give great attention to detail, coordinating multiple tasks and events while maintaining high standards of customer service. This position is also responsible for generating sales leads.
ESSENTIAL DUTIES include the following. Other duties may be assigned.
1. Completes rental agreements between facility and client by obtaining appropriate information from the client including event type, budgeting, room requirements including but not limited to equipment and technical requirements, event time line, insurance certificates, catering menus and front of house staff requirements.
2. Schedules and coordinates conference events in the building.
3. Coordinates with Food & Beverage department on menu needs.
4. Works with clients to assure the success of conferences, meetings and banquets at the building.
5. Responsible for sales leads through personal calls, cold calls, or lead generation and trade conferences.
6. Related duties as required or assigned.
OTHER DUTIES
1. Point of contact for client upon arrival through the entire event.
2. Assures that event set-ups are in accordance with clients’ agreements, safety, fire and health codes and procedures.
3. Monitor scheduling system for upcoming events and room inventory to maximize room usage.
4. Required to serve as Manager on Duty for banquet/meeting room events as scheduled which includes nights, weekends and holidays.
5. Maintains regular office hours.
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty and responsibility satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
1. Able to work an event-driven schedule including days, nights, weekends, and holidays when applicable.
2. A demonstrated ability to follow directions and complete assigned tasks with a minimum amount of instruction and supervision is essential.
3. Ability to organize workflow and meet established deadlines.
4. Customer Focus: Is dedicated to meeting and/or exceeding the expectations and requirements of internal and external customers. Maintains a professional appearance and presentation.
5. Integrity and Trust: Is widely trusted and is seen as a truthful individual who keeps confidences, admits mistakes, doesn’t misrepresent him/herself and is highly respectful of others.
6. Communication: Consistently exhibits courteous, respectful, non-defensive and appropriate communications. Presents information in a concise and understandable format.
7. Teamwork: Works cooperatively with others in the accomplishment of joint tasks and common objectives. Contributes to a positive work environment, fosters collaboration and provides a tangible contribution.
EDUCATION and/or EXPERIENCE
1. Bachelor's degree (B. A.) from four-year College or University in management, hospitality or business related field is preferred.
2. Prefer a minimum of three (3) years’ experience in hospitality/event management or related field.
3. Other combinations of experience and education that meet these requirements may be substituted.
CERTIFICATES, LICENSES, REGISTRATIONS
1. Must possess current, valid driver’s license and a current working cellphone with a number that can be accessed by building management personnel for business contact purposes.
LANGUAGE SKILLS (at a minimum)
1. Ability to communicate effectively orally and electronically.
2. Ability to read and comprehend instructions, correspondence, and memos.
3. Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.
4. Ability to write reports, business correspondence, and procedure manuals.
5. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
6. Ability to speak and understand English.
MATHEMATICAL SKILLS
1. Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume.
2. Ability to apply concepts of math on an Excel spreadsheet, calculator, ten key adding machine, or cash register such as discounts, interest, commissions, proportions, and percentage.
3. Ability to add, subtract, multiple and divide in all units of measure, using whole numbers, common fractions and decimals.
COGNITIVE SKILLS/REASONING ABILITY
1. Ability to recognize casual relationships, disseminate between behavior mechanisms, and identify elements that are relevant to the validation of a judgment.
2. Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
3. Ability to remember previously learned material such as specifics, criteria, techniques, principles and procedures, grasp and interpret the meaning of the material and use learned material in new and concrete situations.
4. Ability to break down material into its component parts so that its organizational structure can be understood.
5. Ability to judge the value of material for a given purpose on the basis of consistency, logical accuracy, and comparison to standards.
6. Ability to put parts together to form a new whole or proposed set of operations.
7. Ability to relate ideas and formulate hypotheses.
8. Ability to appraise judgments involved in the selection of a course of action.
9. Ability to identify choices and potential outcomes, determine importance of outcomes, combine information to prioritize options and make decision based on best and most important choice.
10. Ability to solve complex problems with sensitivity and diplomacy, while displaying decisive executive leadership.
11. Ability to maintain a calm, composed presence in an often fast-paced environment where multiple tasks, events and stimulus may occur simultaneously.
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.
1. Ability to perform the following physical activities: stooping, kneeling, crouching, reaching, standing, walking, pushing, pulling, lifting, grasping, feeling, talking, hearing, and repetitive motions.
2. Ability to manipulate necessary office equipment, computer software and peripherals.
3. Must be able to work flexible hours including evenings, weekends and holidays.
4. Work is classified as light with the requirements of exerting up to 20 lbs. of force occasionally, and/or up to 10 lbs. of force frequently and/or a negligible amount of force constantly to move objects. If the use of arm and/or leg controls requires exertion of forces greater than that for sedentary work and the worker sits most of the time, the job is rated for light work.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
1. While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts and the risk of electrical shock.
2. The noise level in the work environment is usually moderate.
CONCLUSION
The above statements are intended to describe the general nature and level of work being performed by the person assigned to this position. This is not an all-inclusive list of responsibilities, duties, and skills required of personnel so classified.
VenuWorks is 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.
