Event Coordinator

Under the general direction of the General Manager, the Event Coordinator will perform event planning duties. Create bookings using the Club's Event Planning Software. Work with members and guest to plan their event needs. Assist in the efficient function of the Front Office, providing additional administrative assistance to Department Heads when needed.
Provide excellent customer service on the phone and in person. Handle member event inquiries and input catering orders. Prepare and process routine correspondences, including memos, letters, contracts, and BEO distribution. Coordinate special member or guests needs and assist with reports, special projects as assigned.
Must be flexible with schedule, able to work weekdays, weekends, holidays, and evening shifts.
Percentage of Time:
100
Shift Start:
variable
Shift End:
variable
Qualifications for Position
17
Records
Qualifications
Required/Preferred
Proficiency in the English language sufficient to interact effectively and graciously over the phone and in person with clients. Write clear and grammatically correct business correspondence such as proposals, emails, and event orders.
Required
Strong organizational skills to manage and prioritize a fluctuating workload and establish a harmonious and productive work environment.
Required
Proven attention to detail to perform tasks in a thorough and accurate manner.
Required
Demonstrated ability to take the initiative, anticipate needs and work in an independent, responsible, and productive manner with minimal supervision.
Required
Ability to utilize a personal computer with proficiency, speed and accuracy, including knowledge of Club Select, Word, Excel and Outlook. Ability to easily learn and adapt to other software programs.
Required
Working knowledge of general University forms, policies and procedures to promptly and accurately handle departmental requests.
Preferred
Accounting and math skills to accurately read and reconcile aging reports and also to prepare cost estimates, proposals and billing explanations.
Required
Ability to conduct online research to mine sales leads and conduct annual competitive analysis.
Required
Interpersonal skills to work diplomatically and effectively with a diverse public clientele, University officials, colleagues and students.
Required
Working knowledge of catering and conference business, including menu planning, current trends in food and entertaining, basic room set-ups and capacities along with audio visual equipment.
Required
Ability to exercise independent judgment, initiative and follow-through on assignments with minimal direction.
Required
Physical mobility sufficient to conduct site tours and event walk-through and able to sit and work at a personal computer for extended periods of time.
Required
Demonstrated skill in working as part of a team, collaborating with colleagues and maintaining cooperative working relationships. Ability to encourage and motivate individuals to work together to achieve department's goals and objectives.
Required
Effective public speaking skills to conduct sales presentations and site inspections.
Required
Ability to work over time when necessary.
Required
Ability to maintain work flow with changing priorities, frequent interruptions and conflicting deadlines.
Required
Ability to work with detail, prepare and review a large volume of work rapidly and accurately.
Required
Additional Posting Information
Bargaining Unit:
99-Policy Covered
Application Deadline:
03-22-2024
External Posting Date: