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Event Services Coordinator

2 months ago

Newnan, United States Coweta County Full time
Job DescriptionJob Description

Announcement Open Until Tuesday July 30, 2024, at 5pm

Grade 10; Minimum $18.80 per hour


Dept/Div: Event Services---FLSA Status: Non-Exempt

General Definition of Work

Performs intermediate skilled work in administrative and other support duties assisting with a variety of tasks involving facility rental to residents and the general public, and event preparation. Works closely with the public in a variety of areas throughout the Event Services Department and other duties as apparent or assigned. Work is regularly performed in evenings and/or weekends. Employees are cross-trained to be able to work in various positions throughout the Event Services Department. Work is performed under the moderate supervision of the Event Services Supervisor.

Qualification Requirements

To perform this job successfully, an individual must be able to perform each essential job function satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable an individual with disabilities to perform the essential functions.

Essential Functions

Greets visitors, citizens, and customers; answers telephone and email inquiries; provides information, answers questions, and responds to inquiries and complaints; assists the public with completion of applications and paperwork; directs visitors to the appropriate party.

Ensure room rental procedures are explained and followed; collect fees; receive room set up diagram and insure set up is complete; prepare work orders for set-up and maintenance of facility. Includes AV and sound system maintenance, weekly orders, and appropriate billing.

Monitor and supervise events as assigned, including arranging for special needs, monitoring/maintaining and stocking restrooms and insuring set up and clean up are completed appropriately (Equipment maintained, inspect for any damages, etc.)

Works closely with Event Services Supervisor in coordinating booking rentals, events, etc.

Maintains daily calendar of appointments, schedules, and rental bookings. Prepares and maintains a variety of office files, accounts and other specialized records associated with the department activities.

Prepares a variety of documents including correspondence, forms, reports, and related documents, where a knowledge of format and presentation is necessary, answers routine correspondence independently.

Enters a variety of data into a cloud-based system (Civic Rec), gathers and complies detailed information, prepares a variety of reports and spreadsheets; checks and reviews a variety of data for accuracy, completeness, and conformance to established standards and procedures.

Performs research, coordinates with other departments and agencies.

Provides data for the budget process; collects payments and fees; issues receipts and processes other financial data. Prepares bills and invoices associated with facility rental.

Operates a variety of standard office equipment; performs light maintenance on scanning and photocopy equipment.

Maintains and updates department webpages, event calendars and social media pages.

Maintains inventories and orders supplies as needed and according to budget.

Maintains regular and reliable attendance.

Encourages and promotes a culture of excellent service.

Knowledge, Skills and Abilities

Thorough knowledge of the organization and functions of the department and of general administrative policies and practices; thorough knowledge of standard office practices, procedures, equipment and office support techniques; ability to keep office records and to prepare accurate reports; ability to perform and organize work independently; ability to prepare effective correspondence on routine matters and to perform office management functions without referral to supervisor; ability to operate standard office and computer equipment including ability to operate specialized software; ability to establish and maintain effective working relationships with associates, other agencies and the general public.

Education and Experience

High school diploma or GED. Experience in business administration, administrative support, hospitality, or related field helpful but not required.

Physical Requirements

This work requires the frequent exertion of up to 10 pounds of force and the occasional exertion of 25 pounds of force; work regularly requires sitting, speaking or hearing, using hands to finger, handle or feel and repetitive motions and occasionally requires standing, walking, climbing or balancing, stooping, kneeling, crouching or crawling, reaching with hands and arms, pushing or pulling or lifting; work has standard vision requirements; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; work requires preparing written or computer data and observing general surroundings and activities; work has no exposure to environmental conditions; work is generally in a moderately noisy location (i.e. business office, light traffic).

Special Requirements

Able to work varied schedule that includes nights and weekends.

May require specific training depending upon departmental assignment.

Valid driver’s license in the State of Georgia with a favorable driving history (MVR).

Favorable background history as determined by review of local, State and Federal records.

Last Revised: 7/9/2024