EVENTS COORDINATOR / PART-TIME in Forest Hill, Texas at City of Forest Hill

DIVISION: Civic & Convention Center

SUPERVISOR: Civic Center Director

FLSA STATUS CODE: Non-Exempt POSITIONS SUPERVISED: None

JOB SUMMARY:

Reporting to the Civic Center Director, the Events Coordinator provides day-to-day organizational and operational support for developing and executing events held at the Forest Hill Civic & Convention Center. This position is responsible for organizing and coordinating all our community events and working with private event producers, conventions, group tours, and sports groups coming to Forest Hill. This includes, but is not limited to, ensuring that all event holders' needs are facilitated with overall success in our facility. This is accomplished through telecommunications, email, scheduled meetings, trade show attendance, and servicing various booked groups. As a team member, you will be responsible for promoting Forest Hill as a destination for group and leisure travel.

Hours are non-traditional and will vary regularly to meet event needs, including early mornings, late nights, and weekends.

ESSENTIAL JOB FUNCTIONS:

• Prepares and reviews contracts with clients.
• Serves as the on-site point of contact for all events held at the Civic & Convention Center.
• Facilitates event operations and responds to emergencies, complications, or other unforeseen circumstances; ensures assigned event features are implemented according to plans.
• Assists users of facilities by providing information regarding technical, security, and/or other requirements and assists in problem resolution effectively and efficiently.
• Appropriately greets guests and customers in a timely manner, whether directly or indirectly, and is prepared to provide detailed information regarding any inquiries.
• Maintains accurate and current records/files for all events prior to, during, and after each event.
• Coordinates group services materials to make sure clients’ needs are met.
• Completes necessary correspondence and all other communications in the event process.
• Maintains a working knowledge of all city facilities, attractions, and services in the Forest Hill area available for customers’ needs and acts as a liaison between the group and facility when needed.
• Follow up after each event for the cleanliness of the facility.
• Assist with event marketing duties as directed by the Civic Center Director, such as preparing for events, creating signage, writing press releases, etc.
• Compile post-event wrap-up reports, evaluations, and tallies; client summaries.
• Provide support for special events and festivals, including planning, administrative support, and coordination of select projects, fundraising initiatives, volunteer management activities, and other responsibilities as appropriate.

This position may work directly with city department heads and city staff on a regular basis. In addition, the Events Coordinator may also have regular contact with volunteers, business owners, community organizations, and the public.

***Hours are non-traditional in nature and will vary regularly in accordance with event needs, including early mornings, late nights, and weekends***.

QUALIFICATIONS:

• High School Diploma

PREFERRED QUALIFICATIONS:

• 1-3 years of experience in Hotel Sales and/or Hotel Catering or Convention & Visitors Bureau Sales
• Internet/online sales/marketing experience
• Event planning experience