Hybrid Event Coordinator bei City of Waxahachie, TX

About the Department

This position will remain open until filled, with applications reviewed on an ongoing basis. This job posting may be removed at any time without prior notice. Interested applicants are encouraged to apply as soon as possible for full consideration.

Under general supervision, assist customers in the planning, coordination and implementation of all Civic Center events, including tradeshows, meetings and receptions, and perform other duties as assigned.
 
DISTINGUISHING CHARACTERISTICS:
This may be a multi-incumbent classification with some employees working part-time.  The employee receives direction from the Civic Center Director and exercises direct supervision over event staff during event move-in, show time and event move-out.

Position Duties

The duties listed below represent the various types of work that may be performed. The omission of specific statements of duties does not exclude them if the work is related or a logical assignment to this class.

• Assist customers in the planning, coordination, and implementation of all Civic Center events, including tradeshows, meetings and receptions.
• Initiate and maintain regular communications with customers by e-mail, telephone, mail, or any means customers requests.
• Schedule events, making appropriate event signs and updating the calendar as necessary.
• Type contract, create and maintain event folders, ensuring signatures on all paperwork.
• Design and ensure room setup and customer/event profile paperwork is complete for each event.
• Quote service charges from the rate sheet for additional services or equipment and record charges for invoicing purposes, collecting deposits and balances as needed.
• Manage all aspects of event move in and move-out out including contacting service providers and coordinating arrival times and needs and performing event room and kitchen inspections at the close of the event.
• Maintain AV, radio and kitchen inventory; assigning equipment as needed.
• Maintain and update data on all service providers that use the facility, including adequate insurance policies.
• Monitor all customer service deadlines and execute proper notifications to customers in a timely manner.
• Assist, when necessary, other staff members in preparing for events.
• Participate in professionally related organizations.
• Perform other duties as assigned.

EMPLOYMENT STANDARDS:

Knowledge of:

• Operations, services and activities of the Civic Center.
• Principles of supervision.
• Occupational hazards and applicable safety precautions.
• Basic mathematical calculations.
• English usage, spelling, grammar and punctuation.
• Operations, services and activities of the city.
• Basic principles and procedures of record keeping.
• Contracts, rules and regulations
• Pertinent Federal, State and local laws, codes and regulations.

Ability to:

• Oversee the work of contract labor.
• Interpret and apply Federal, State and local policies, laws, and regulations.
• Understand and follow oral and written instructions.
• Work independently in the absence of supervision.
• Interpret, explain, and enforce departmental policies and procedures.
• Respond to emergency situations and make decisions based on that response.
• Follow all city safety rules and regulations.
• Interpret and explain city policies and procedures.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective working relationships with those contacted in the course of work.
• Work in a fast-paced environment to accomplish the work.
• Maintain a professional image and be identifiable as a staff member when in the facility.

Minimum Qualifications

Education, Training and Experience: 

• High School Diploma or GED Equivalent

• Three (3) years of experience in a public or private organization coordinating activities or events.    

LICENSES AND CERTIFICATES: 

• When driving is a requirement of the classification:  A valid State driver license is required at the time of appointment and must be maintained throughout employment.

Special Requirements:

Not Applicable

Other Qualifications

PHYSICAL AND MENTAL DEMANDS:

The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands

While performing the duties of this job, the employee is regularly required to sit, walk and stand; talk and hear; use hands to handle, feel or operate objects, tools or controls; reach with hands and arms; and perform repetitive movements of hands or wrists. The employee is frequently required to lift and move moderately heavy objects.

Specific vision abilities required for this job include close vision and the ability to adjust focus.

Mental Demands 

While performing the duties of this class, an employee uses written and oral communication skills; reads and interprets data, information and documents; analyzes and solves problems; uses math and mathematical reasoning; performs highly detailed work; deals with multiple concurrent tasks; and interacts with others encountered in the course of work, including frequent contact with customers and/or the public and dissatisfied/abusive individuals.

Work Environment: 

The employee works in an office environment or in the Civic Center where the noise level can be of medium volume. Certain positions within the classification may require availability to work a flexible schedule.

OTHER CONDITIONS OF EMPLOYMENT:

Must be available at least one hour before each event to render service before, during and after the event and be willing to work irregular hours, holidays and weekends to accommodate customers.