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Special Events Coordinator

2 months ago

Bloomfield, United States Facsimile Communication Industries, Inc Full time
Job DescriptionJob Description

PURPOSE

The Special Events Coordinator will independently coordinate and manage all elements of ticketing and hospitality for corporate sponsored events such as sports games and other special events held at local arenas. The Special Events Coordinator will also be tasked to attend such events, increase ROI and occupancy rate with the goal of closing deals.

RESPONSIBILITIES

  • Special Events Coordinator will be responsible for presenting a strategic plan for allocation and distribution of tickets, processing requests and approvals, sending detailed communications and follow up, review and implementation of hospitality initiatives/procedures while adhering to brand consistency, staying abreast of market trends, compliance, legal and regulatory requirements, and
  • This role will also support the marketing and sales teams, as needed.
  • Provides ticket & hospitality coordination and event planning support for Corporate Sponsorships.
  • Implements ticket and event policies and procedures that align with business strategies and legal/compliance regulations.
  • Develops and maintains strong relationships with business stakeholders, approvers, internal business partners and external vendors - utilizes these relationships to evaluate daily priorities, ensuring direct coordination aligns with providing seamless service and executions
  • Follows internal processes, policies, and best practices.
  • Manages reporting, tracking and reconciliation of data & processes catering orders, invoices, etc.
  • Utilizes vendor technology systems effectively and efficiently; requests system updates, as needed.
  • Prepares communications to be sent out internally in order to promote event and solicit requests.
  • Liaises with vendors and venues to ensure all contract terms and expectations are being met and that they are providing event announcements and updates in a timely and efficient manner.
  • Develops and maintains an employee recognition ticket program.
  • Proactively leverages experience with enthusiasm toward process improvement and apply knowledge to provide best in class client service.
  • Executes specific event related tasks that support Corporate Sponsorships & other departments to include: compiling attendee lists; generating, formatting, and sending reports; creating invitations; post event data reconciliation; sending email invites and communications; onsite event support, etc.


QUALIFICATIONS

  • 1 – 3 years’ experience in ticket and hospitality management, event support
  • Strong organizational skills
  • Excellent interpersonal and communication skills (written and oral)
  • Aptitude and ability to navigate using different technology systems/platforms
  • Ability to engage, communicate and build relationships with all levels of staff, external clients, and suppliers
  • Able to maintain and respect confidentiality and to build/maintain effective relationships
  • Self-starter who demonstrates confidence, responsiveness, enthusiasm and ability to manage conflicting priorities, changing elements and assertive personalities
  • Exercises effective problem solving/judgment in escalating situations and/or other applicable parties internal to Atlantic
  • Demonstrates the highest standards of ethics, integrity, honesty, diversity, and discretion
  • Fluency in software: MS Office (MS Word, MS Excel, MS PowerPoint), SharePoint, MS Teams
  • The position directly supports Marketing & Sales teams initiatives that impact all client facing lines of business
  • Nature of risk includes engagement with client information and adherence to compliance policies for client entertainment approvals
  • Role dimensions: Can impact conference client entertainment budgets and approvals for all client facing lines of business
  • Potential to interact with and engage with client facing lines of business from a support standpoint

ADDITIONAL REQUIREMENTS

  • Some travel will be required
  • Due to the nature of events, this role will at times require hours outside of standard office hours, including weekends and evening hours on an as needed basis per event

Some physical labor required in production of events including the ability to lift a minimum of 25 lbs

The above mentioned salary range includes bonus comp potential too