Event Coordinator

Position Information Posting Title Event Coordinator Job Requisition Number COA084478 Position Number 105334 Job Type Full-Time Division Name Convention Event Management Minimum Qualifications Education and/or Equivalent Experience: Graduation with a Bachelor''s degree from an accredited college or university with major coursework in Business Administration, Public Administration, Marketing, Liberal Arts or related field plus one (1) year of relevant work experience in a convention center, public assembly/event facility or other related facility/industry. Experience may substitute for education up to the maximum of four (4) years. Licenses or Certifications: None. Notes to Applicants When completing the City of Austin employment application: A detailed, complete City of Austin employment application is required to evaluate your qualifications. Please be thorough in completing the employment application, list all experience and relevant professional certification(s) that are applicable to this position. Please describe your specific experience as it relates to the minimum and preferred qualifications when responding to supplemental questions on the employment application. Starting salary will be based on overall relevant experience. A resume must be submitted and will not substitute for a complete employment application. Statements such as "please see resume" will not be accepted and your application will be deemed incomplete and not be considered for review. Please verify the employment history dates on your resume exactly match the online application. This position relies on a successful Criminal Background check. Pay Range Commensurate Hours Assigned work hours and location can be subject to change and will vary based on scheduled events and business needs; which may include working weekends, evenings, and/or holidays. Job Close Date 12/08/2021 Type of Posting External Department Convention Center Regular/Temporary Regular Grant Funded or Pooled Position Not Applicable Category Professional Location 500 E Cesar Chavez, Austin, TX 78701 Preferred Qualifications Experience using Ungerboeck or other planning software to produce event plans Experience using Social Tables, Vector Works or other Auto Cad systems for drawing diagrams Duties, Functions and Responsibilities Essential duties and functions, pursuant to the Americans with Disabilities Act, may include the following. Other related duties may be assigned.1. Serves as primary department contact with event client after contracting process is completed. Assists in scheduling and booking of events.2. Conducts and coordinates pre-convention/event meetings to identify client''s expectations/needs.3. Collects pre-convention/event information to ensure adequate space, personnel, equipment, etc. is available and to develop event work order. Coordinates exhibitions, trade shows, meetings etc.4. Coordinates planning sessions with parking, security, maintenance, event services, and contracted divisions. Develops/draws diagrams for convention/event set-up. Reviews/inspects work to ensure facility is ready for use. Inspects to accept/reject set-up, equipment, materials, workmanship, etc.5. Enforces rules/regulations concerning the use of facility and ensure adherence to contractual terms.6. Confers with representatives of user organizations and contractors (i.e. clients, outside food and beverage, outside audio/visual and decorators).7. Coordinates the facility/departmental operational services during events. Conducts and coordinate post-convention/event meetings to discuss any client concerns, issues, etc. that occur during the event.8. Compiles data/information for cash reports, cost estimates, revenue estimates, etc.9. Writes/drafts routine correspondence, informational reports.10. Develops and makes presentations to clients, service providers and represent. facility/department as needed. Answers client/citizen questions and provide assistance.Responsibilities- Supervision and/or Leadership Exercised:None. Knowledge, Skills and Abilities Must possess required knowledge, skills, abilities, and experience and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed. Knowledge of facility and event planning. Knowledge of principles and processes for providing customer and personal services. Knowledge of Federal, State and Local laws. Knowledge of city practice, policy and procedures. Knowledge of business and management principles involved in resource allocation, strategic planning, human resources and coordination of people and resources. Knowledge of principles and methods for showing, promoting, and selling products or services. Knowledge of marketing strategy and tactics, product demonstration, sales techniques and sales control systems. Skill in oral and written communication. Skill in handling multiple tasks and prioritizing. Skill in using computer and related software. Skill in planning and organizing. Skill in data analysis and problem solving. Ability to work with frequent interruptions and changes in priorities. Ability to establish and maintain good working relationships with other city employees and the public. Criminal Background Investigation This position has been approved for a Criminal Background Investigation. EEO/ADA City of Austin is committed to compliance with the American Disabilities Act. If you require reasonable accommodation during the application process or have a question regarding an essential job function, please call (512) 974-3210 or TTY (512) 974-2445. Information For City Employees: If you are an employee within the department, are in good standing and meet both the minimum and preferred qualifications, then you will receive an initial interview. Supplemental Questions Required fields are indicated with an asterisk (*). * This position requires Graduation from an accredited four (4) college or university with major coursework in Business Administration, Public Administration, Marketing, Liberal Arts or related field plus one (1) year of relevant work experience in a convention center, public assembly/event facility or other related facility/industry. Experience may substitute for education up to the maximum of four (4) years. Do you meet these minimum qualifications? Yes No * If identified as the top candidate, do you agree to a criminal background investigation? Yes No * The schedule for this position may vary due to event needs and will include different shifts, days, weekends and holidays. Can you work a varied schedule if needed? Yes No * Please describe how you meet these minimum qualifications. Please detail how you meet the educational requirements (if applicable), account for the years of related experience (if applicable), and explain any substitutions of experience for education, or vice-versa (if applicable). (Open Ended Question) * Please describe your experience using Ungerboeck, FileMaker, CC Breeze or other planning software in planning utility and technology services in a Convention Center or other type of facility. (Open Ended Question) * Please describe your experience in planning and executing events in a convention center, public assembly/event facility or other related facilities. (Open Ended Question) * Please describe your experience using Social Tables, Vector Works or other Auto Cad systems for drawing diagrams. (Open Ended Question) Optional & Required Documents Required Documents Cover Letter Resume Optional Documents

Created: 2021-11-29