Events & Hospitality Logistics Coordinator

Department: Events and Hospitality Job Status: Full-time FLSA Status: Exempt Reports To: Director of Events & Hospitality Work Schedule: Hours may vary Amount of Travel Required: Minimal Positions Supervised: Seasonal summer conference workers POSITION SUMMARY The Events Coordinator serves as the primary point of contact for the scheduling, planning, organization, and management of events that take place on the Benedictine College campus. Functions as the main college representative to internal and external groups who utilize any college facility for an event. Chairs the Event Management Committee to ensure college facilities are properly set-up and equipped for each event, the event is staffed accordingly, and monitors the logistics of these events. The Events Coordinator should have a love for special events, provide outstanding customer service, be an enthusiastic professional, and be able to build relationships with internal and external customers. Must have excellent communication skills, attention to aesthetic detail, understanding of Benedictine hospitality, be able to multitask, think creatively, think on their feet, and troubleshoot problems. The Events Coordinator must have the ability to visualize an event from start to finish including the steps that need to be taken to successfully accomplish the event. Must be able to anticipate event needs, discern work priorities, and meet deadlines with little supervision. Responsible for coordinating the requests of internal and external groups utilizing College facilities including being physically present on campus before, during, and after events. Requirements ESSENTIAL FUNCTIONS 1. Event Planning Collaborates well within Events & Hospitality Team Responsible for assisting in all aspects of the Events & Hospitality Team based on needs. Complete Event Request Forms submitted by internal and external groups Manage all campus events in Benedictine College Reservation System Update campus master calendar and posted room usage schedules Coordinate appointments to see the campus facilities Provide assistance and information to faculty, staff, student and outside groups regarding facility use and capabilities Maintain contact with clients via telephone, e-mail / written correspondence, or personal meetings Represent college in public relations / liaison capacity on matters relating to events and at departmental meetings Recommend to Event Management Committee approval or denial of facility usage for specific events Assist with usage agreement negotiations for external groups Gathers information on each event to achieve quality results 2. Event Set-up Works with team to create and revise room layouts for each event as needed Finalize event requirements including table arrangements and number and nature of support personnel needed such as housekeepers, security guards, food service personnel, etc. Coordinate usage of audio-visual equipment and other IT requests with A/V and IT support personnel Coordinate physical maintenance of event spaces as required Finalize event requirements including table arrangements and number and nature of support personnel needed such as housekeepers, security guards, food service personnel, etc. 3. Event Management / Follow-up Conduct efficient registration processes for each event group Enforce applicable college regulations and policies Make or arrange for last minute adjustments in room or equipment setup Attend events to facilitate logistics and respond to last minute requests, emergencies, problems, etc Ensure all aspects of events are implemented and controlled according to plans Manage on-site production and clean up for events Ensure facilities are returned to their original condition Perform surveys to evaluate customer satisfaction 4. Summer Conferencing Provide hotel level service for overnight guests (i.e. stocking toiletries and replacing bedding/flipping rooms) and serve as concierge Supervise seasonal summer conference workers (up to 4 Student Summer Leaders and up to 20+ Summer Workers) Create housing assignments and maintain accurate occupancy records for event groups Prepare nametags, materials, notebooks, packages, gift bags, registration lists, seating cards, etc. Organize, distribute, collect, and secure all residence hall room keys Inspect residence halls and other meeting areas used by guests before and after each usage Coordinate usage of audio-visual equipment and other IT requests with A/V and IT support personnel 5. Billing / Budget Management Coordinate with the Business Office to invoice groups and complete checkout and payment procedures upon their departure Assess losses and damage charges after each visit Oversee department budget to ensure goals are met 6. Administrative Tasks Chair the weekly Event Management Committee meetings including agenda and minutes preparation Propose new ideas to improve the event planning and implementation process Hire, train, and supervise seasonal employees Maintain inventory of department equipment Other duties as assigned POSITION QUALIFICATIONS Competency Statements Accountability - Accountability looks at the extent to which an individual is willing to accept responsibility. Accurate - Accuracy looks at the extent to which an individual's work is correct and error free within company policies and guidelines Customer Oriented - Customer orientation implies a desire to serve both external and internal clients by focusing effort on meeting the client's needs, understanding their concerns, and seeking to build trust. Detail Oriented - Detail orientation looks at the ability of the individual to pay meticulous attention to all aspects of a situation or task, no matter how small or seemingly unimportant. This competency asks the question "How well do you?" Organized - Organizational skills looks at the ability of the individual to be structured and methodical in working skills. This competency asks the question "Is your working style neat and disciplined?" Time Management - Time management skills looks at the ability of the individual to effectively utilize available time for the completion of necessary job tasks. Working Under Pressure - Working under pressure looks at the ability of the individual to maintain composure when exposed to stress. Education College degree preferred, with an emphasis in public relations, marketing, management, or event coordination. High school diploma required. Computer Skills Must be proficient using the computer including Microsoft Office and possess the aptitude to learn new computer software programs. PHYSICAL DEMANDS Physical Abilities Stand F Walk F Sit F Handling / Fingering F Reach Outward O Reach Above Shoulder O Climb O Crawl O Squat or Kneel O Bend O Push / Pull 12 lbs or less F 13-25 lbs O 26-40 lbs O 41-100 lbs O Lift /Carry 10 lbs or less F 11-20 lbs F 21-50 lbs O 51-100 lbs N Over 100 lbs N N (Not Applicable) Activity is not applicable to this occupation. O (Occasionally) Occupation requires this activity up to 33% of the time (0 - 2.5+ hrs/day) F (Frequently) Occupation requires this activity from 33% - 66% of the time (2.5 - 5.5+ hrs/day) C (Constantly) Occupation requires this activity more than 66% of the time (5.5+ hrs/day) EOE #J-18808-Ljbffr