Event Coordinator

About This Role

Coordinating events for a large convention complex is the core of this role, assisting Event Managers while also managing smaller events independently. The position focuses on ensuring successful events with exceptional client and guest experiences, providing front-of-house support as needed.

Responsibilities

• Initiate, direct, and participate in pre-event planning meetings with clients and operating departments in support of Event Managers
• Ensure the completion of event work orders as directed by the events team
• Review event history file information and assist in conducting post-event meetings with clients and operating departments to review and discuss services provided
• Assist with resolving event day challenges, complaints, and disputes within the context of BJCC policies and procedures and the client contract
• Act on behalf of the event management team to enforce BJCC policies and procedures, including compliance with safety requirements
• Exercise independent judgment in all activities involving clients and event guests
• Serve as event point of contact in the absence of the Event Manager
• Serve as Event Manager for small scale events, as required
• Assist with the review of contracts and operational schedules to ensure accuracy of dates, times, facilities, and equipment, and that all provisions have been fulfilled
• Provide event outlines, drawings, and instructions to clients, client suppliers, and operations department based on evaluation of event complexity, BJCC Complex capabilities, regulations, and policies
• Ensure all conflicts are communicated to the appropriate Event Managers
• Assist with monitoring event progress in accordance with the approved event operation plan, including floor plans, to ensure compliance
• Coordinate last-minute adjustments in room or equipment set-ups at the request of the client or to assure compliance with safety measures
• Prepare accurate statement of additional charges
• Utilize creative tools to gather event data to assist in event and convention management strategic development
• Support Events department with administrative tasks such as making copies, developing spreadsheets, and writing business correspondence
• Perform other duties as required

Requirements

• Minimum of one year of related knowledge, experience, and skills in the hospitality industry, preferably as a meeting planner or event coordinator
• Bachelor’s degree from an accredited college or university with emphasis in hospitality management, business management, public administration, or a related field is preferred
• Valid State of Alabama Driver License
• Knowledgeable of established safety practices and applicable fire codes pertaining to public facilities