Facility and Events Representative

Job Title: Facility and Events Representative

Department: Parks and Recreation

Reports To: Recreation Facilities Reservation Supervisor

FLSA Status: Non-exempt

Pay Grade: 04

Approved By: Parks and Recreation Division Manager

Approved Date: 2.10.22

Summary: The Facility and Event Representative is responsible for daily reports and records pertaining to facility rentals, working knowledge of what each rental customer needs and working knowledge of expectations for repeat customers. Organization is key and the ability to multi-task is essential. General knowledge of bookkeeping principles including settlements and invoicing. Should be able to follow and develop step by step processes and solve problems. Be able to answer questions on ticketed events and assist with sales. Should be able to assist any and all customers for the facility and act in the place of supervisor when requested to do so. Must be willing to learn and perform all tasks associated with the position.

Essential Duties and Responsibilities: include the following. Other duties may be assigned.

1. Screen visitors, telephone calls and mail. Directs to proper person.
2. Assist with order and inventory office supplies, cleaning supplies and liquor.
3. Prepare purchase orders for payment of bills.
4. Maintain calendar of event with contracts executed for each event.
5. Maintains knowledge of community offerings and events and serves as a hub for member and visitor inquires.
6. Efficient and accurately utilizes Point of Sale (POS) system and maintains accurate member database Records.
7. Book events into booking and ticketing software; obtain and record desired set up arrangements from client.
8. Book, bill and collect charges at Recreation facilities; file and maintain client accounts.
9. Reconcile credit and cash settlements; keep daily report records. Prepare deposits and bar bags.
10. Invoice through back office for mailing.
11. Balances daily transactions and register drawer accurately.
12. Posts payments for all recreation events, rental, daily transactions and transfers.
13. Coordinate with maintenance personnel on scheduled events and setups.
14. Assist with events sponsored by the facilities; employ problem solving skills to best serve the client.
15. Set up rooms, tables, coffee, equipment, etc. in accordance with patron requests within rules and capability of the facility.
16. Responsible for ticket sales to functions with knowledge of seating and facility.
17. Represent in conduct and on the telephone Hot Springs Village in a positive, friendly and courteous manner.
18. Must be willing to work evenings, weekends and holidays when required.
19. Regular attendance is required.
20. Deliver outstanding customer service, making every effort to accommodate customer needs.
21. Ensure the safety of patrons and staff through accident prevention and safety policy, enforcing all facility and recreation location rules and regulations.
22. Have a thorough knowledge of rules, regulations, and operational use with regard to POA amenity use.
23. Maintain a safe, clean amenity/facility at all times.
24. Report to supervisor any safety materials needed or maintenance concerns.
25. Any other related duties as assigned by Supervisor.

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience: High school diploma or equivalent. Requires excellent computer skills in Microsoft Office, ability to learn Event Pro, Total e and Thundertix, and good public relations and communication skills.

Language Skills: Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.

Mathematical Skills: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Reasoning Ability: Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.

Certificates, Licenses, Registrations: Requires a valid Arkansas driver license and clean driving record with proof of liability insurance.

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.

The employee must frequently lift and/or move up to 25 pounds and occasionally lift and/or move up to 50 pounds and work from a 12-foot step ladder.

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

ESSENTIAL: No. Employees who are designated as required to work when an office closing is authorized.

WORK FROM HOME: No

EEO Statement

HSVPOA is committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants and teammates. HSVPOA is an equal opportunity employer and as such, openly support and fully commit to recruitment, selection, placement, promotion, and compensation of individuals without regard to race, color, religion, age, sex (including pregnancy, gender identity, and sexual orientation), genetic information, national origin, disability status, protected veteran status or any other characteristic protected by federal, state, or local laws.