Job Openings

1 opening(s) at this time

Position Title: CONFERENCE SERVICES COORDINATOR

Closing Date:  Open until Filled

Status:  Full-time*, 40-45 hours per week (*Position becomes permanent after 90 day probationary period)

General Schedule: Monday thru Sunday (Scheduled 5 Days, Off 2 Days)

Pay Range: DOE, Salary with Benefits

Note: Failure to submit cover letter and resume automatically reject an application.

JOB DUTIES are not limited to the following:

Interacts daily with clients and potential clients to build and maintain a high rental level through contract negotiations, successful completion of contracted events and favorable public relations with rental clients. Meets with client during their setup access times and makes sure everything is setup correctly and is going smoothly. Meets with client during the actual event to ensure all is well. Works closely with Director of Facilities and Marketing to develop new business opportunities for the Conference Center and kitchen rentals.

Arranges for security, bartender, front-of-house theatre management or other personnel as required by rental client to ensure smooth operation of event. Coordinates liquor and beverage service for clients and orders and purchases liquor for all events as needed. Serves as an on-site front-of-house supervisor for Center events and programs. Oversees facilities technicians as needed to make sure events are managed and buildings are clean.

Develops and maintains an ongoing master calendar of all events and activities of the Arts and Conference Center. Distributes monthly and weekly calendars of events to all appropriate facilities and Arts Center staff in a timely manner. Provides timely and accurate rental client information to be placed on the Arts Center marquee. Provides theatre technician with appropriate information to ensure the success of rental client events.

Works closely with the Director of Facilities to plan the utilization of the Conference Center for maximum efficiency. Assists Director of Facilities in enforcing rules and regulations of the Conference Center. Updates rental agreement(s) and collateral materials to reflect current standard of Rules and Regulations established by the Director of Facilities.

Provides accurate and timely income and expense reports for rental events. Provides accounts receivable and accounts payable information to appropriate office personnel for timely fee collection and bill payment.  Follow up with collection of outstanding rental event invoices.

Develops, implements, and maintains a deposit withholding program.  Communicates with clients after events to review event, collect additional monies, etc.  Informs the client when they have violated the agreement and that their deposits are being surrendered.

Participates in Arts Center events which other staff members are expected to attend.

Participates in monthly employee performance review by Director of Facilities.

Coordinator will be expected to work evenings and weekends on a rotational basis with the Director of Facilities.

Duties as assigned by the Director of Facilities

JOB QUALIFICATIONS

   REQUIRED EDUCATION:

  • 2 Year Degree – Any Field

   REQUIRED EXPERIENCE:

  • Experience with Rentals
  • Experience Managing Facilities/Housekeeping Staff
  • Experience with Special Events

   SKILLS/ABILITY/OTHER CHARACTERISTICS:

  • Punctual and reliable
  • Business knowledge of contract and invoice preparation
  • Strong interpersonal and electronic communication skills
  • Ability to work in a fast paced, high stress environment
  • Ability to work with frequent interruptions and changes in priorities
  • Ability to manage expectations of customers from diverse cultural and economic backgrounds

   PHYSICAL REQUIREMENTS & OTHER INFORMATION:

  • You must be able to perform the requirements of this position, with or without a reasonable accommodation
  • This position does include fringe benefits or benefits afforded to permanent employees
  • Before offer of position, selected candidate must pass a background check

HOW TO APPLY 

It is very important that you submit the requested information or your application will automatically be rejected. You must submit: Resume, Cover Letter, Salary Requirements and References and meet the job qualifications to be accepted as a candidate for this position. We reserve the right to accept no candidates for this position. If you are selected as an interview candidate, you must complete an employment application before the interview.

The information contained in this position description describes the general nature and level of work being performed in this job. This description is not intended to be an all-inclusive list of responsibilities, duties, and requirements for the employee in this position. The incumbent is responsible for performing all duties in a safe and efficient manner in compliance with safe work procedures and safety regulations. This job description is not intended to constitute an offer or contract of employment. Job descriptions may and do change periodically. We are an EEO Employer