Event Coordinator, San Antonio

EVENT COORDINATOR

Position is with the Event Management team located in San Antonio, TX and reports to the Vice President, Operations & Training. Employee should reside in/near San Antonio, TX.

The Event Coordinator is a highly-motivated college graduate or someone with equivalent experience, who has exceptional organizational skills and who thrives working as part of an Event Management team. The Event Coordinator will assist Account Executives and Event Managers with planning and execution of events, in addition to fulfilling ad-hoc tasks where necessary. As a CSI employee and team member, it is required to understand the company vision, values and culture, to appreciate supervisors’ and senior managers’ guidance, and to respect and support colleagues. The employee’s primary objective is to: Create an exceptional experience, every time.

CORE RESPONSIBILITIES:

Team

• Be an team member to create exceptional events.
• Understand event cycles and support Account Executives and Event Managers in: venue management, production coordination, transportation & staffing, vendor management, site inspections, and creative design and implementation.
• Work weekends and evenings as needed.

Program Coordination

• Plan and operates CSI DMC Internal programs at La Cantera Resort & Spa
• Coordinate program staffing with program Event Managers
  
• Record and communicate any feedback on hired IC staff by Event Managers
• Assist with transportation operations and manifests.
• Plan and operate programs as assigned.
• Be available as 24/7 contact for clients during programs.
• Attend or help coordinate site visits, walkthroughs, and other relevant activities for programs.

Vendor Management

• Participate in the discovery of new vendors.
• Develop and maintain communications in a cooperative and professional manner with all levels of staff, vendors, industry partners and clients.
• Take active participation in site visits with Sales team and clients where applicable.

Internal

• Follow the guideline and dress code imposed by La Cantera Resort & Spa
• Self-educate or partake in CSI training opportunities.
• Prepares reports regarding CSI business at the La Cantera Resort & Spa and upcoming events
• Updates manuals and report any news or issues at hotel to supervisors
• Adhere to all financial deadlines.
• Maintain staffing files in an organized and up-to-date manner using Salesforce or any other software introduced.
• Ensure timely billing for transportation and staffing and accuracy of profit and loss statements for assigned programs.
• Attend all scheduled company meetings.
• When designated, work closely with other CSI employees on traveling projects.
• Operate in remotely from home when not onsite or traveling.
• Be prepared to travel across the U.S. to operate programs as required (less than 10%).
• Be aware of and abide by company policies on employee manual and company memos.

REQUIREMENTS:

• A bachelor's degree from an accredited college or university is required but may be substituted with equivalent work experience.
• 3+ years of experience in the event industry.
• 1+ year of coordination experience or experience working with DMCs is preferred.
• Well-developed written and verbal communication skills.
• Ability to compose professional and grammatically accurate emails to clients and vendors.
• The ability to listen closely and articulate confidently in meetings where client decision makers and their teams may be present.
• Strong organizational and time management skills.
• Ability to manage multiple clients and multiple programs at any one time.
• Outstanding customer service skills, particularly conflict resolution and being solutions oriented.
• The ability to listen closely and articulate confidently in meetings where decision makers and their teams may be present
• Excellent work ethic with a proactive approach to completing tasks and maintaining accurate records.
  
• The demonstrated ability to multi-task and prioritize competing work needs.
• Able to work autonomously yet collaborate as part of a team on workflows.
• Proficiency in Microsoft office products, especially Excel, to maintain program financial data.
• Ability to learn new software introduced at CSI (knowledge of Salesforce a plus).
• Must be able to lift and carry approximately 25 lbs.
• Must be able to drive to work and to event venues.
• Must be able to work on feet 12-14+ hours a day on-site as needed.
• Must be eligible to work in the U.S.
• Must be eligible to travel domestically and internationally.

CSI wants to have long-term employees who work well with their colleagues. We offer great health insurance coverage, 401(k) program and a generous PTO policy. Qualified candidates will be contacted for an interview. No phone calls, please.

CSI DMC is an equal opportunity employer and does not discriminate based on race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. We are committed to building a diverse and inclusive workplace where all employees feel valued, respected, and supported. We believe that diversity in perspectives, backgrounds, and experiences enriches our organization and drives innovation. We are committed to equity and fairness in hiring, promotion, and professional development opportunities.