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Event Coordinator

3 months ago

Denver, United States Argus Event Staffing, LLC Full time
Job DescriptionJob Description

Summary

The McNichols Civic Center Building is a newly renovated historic venue that serves as a cultural arts center and events facility in the heart of beautiful downtown Denver's Civic Center Park. McNichols Civic Center Building hosts public and private events as well as showcasing art exhibitions all year around. The Commons on Champa is located on the ground floor of 1245 Champa and has 3 conference rooms and a larger event space that can host up to 150 people reception style.

We are seeking a talented individual to manage and help facilitate events onsite while providing exceptional customer service to our clients and detailed direction to our staff and vendors. Our ideal candidate will be able to flourish in a team environment while managing multiple events in our beautiful downtown venue. Creating memorable events and satisfied customers is our ultimate goal.

Job Duties

  • Helping to ensure all event logistics are planned in advance, managing all day-of aspects of our special events. Working regular business hours, as well as nights and weekends based on events.
  • Work closely with Administrators and other team members to assist in event detail advancement.
  • Work with the Full Time Events Coordinator to determine appropriate staffing levels for facility management, security, custodial support and other staffing needs for upcoming events and create staffing estimates based on event needs.
  • Work closely with AV Technicians to ensure equipment is set and working properly. Setting AV Equipment for smaller non-complicated events.
  • Work closely with management and marketing teams on venue promotion goals and assist with capturing images of events that can be later used on venue website and/or social media posts.
  • Manage all day-of aspects of special events at the McNichols Building including onsite contact for clients, vendors, and contractors and being prepared to answer any questions or trouble shoot any issues that may arise.
  • Track and maintains equipment and furniture inventories.
  • Assist in identifying potential booking and equipment conflicts.
  • Implement safety and security standards and help develop procedures to ensure compliance.
  • Assist in creating damage and incident reports.
  • Conduct onsite inspections and advance preparations for events ensuring that the event venue is "show ready" and staged for all events.
  • Conduct site visits and final walkthroughs with clients and make sure all information is up to date in the reservation software.
  • Attend weekly operations meetings when necessary to discuss upcoming event needs and client expectations.
  • Stay knowledgeable and up to date on all venue and agency policies, procedures and services offered by the venue, and be able to clearly communicate them to clients, vendors, patrons and others.
  • Participate and complete trainings and development courses as required.
  • Answer all client communications in a timely manner.
  • Work closely with clients and vendors to assist with creation of room layouts utilizing our diagramming software.
  • Manage all client and vendor issues during events.
  • Work with security team to conduct post-event venue checkouts with clients and vendors to account for any damages or any other venue related issues directly associated with their event.

Expectations

  • Attend and be well-prepared for all staff meetings, training and retreats.
  • Be on time for work each day.
  • Be prepared to work 20 - 30 hours per week, depending on the season. Additional hours could be required during busy seasons.
  • Must be able to manage and prioritize incoming tasks and requests from our sales and management team. Must be able to complete tasks efficiently and on time.
  • Experience working with AV equipment including helping the client connect to in house technology, setting up AV equipment and troubleshooting AV equipment.
  • Assist with adjusting lighting per client and event needs and returning lighting to base configuration post-event.
  • Familiar with common computer operations systems, including Microsoft Windows and Apple.
  • Must have a cell phone that can be used for work purposes.
  • Be accountable for AV and other equipment making sure items get returned and stored properly after events have ended.
  • Provide exceptional customer service to our clients and guests. Provide leadership, motivation, direction and support to the events team.
  • Should always come to work with a positive attitude, ready to work hard and be a supportive member of our team.
  • Ensure proper planning and setup of furniture, fixtures, equipment, decorations, and any other necessary items for the events.
  • Propose new ideas to improve the planning and implementation process or to refresh future events.
  • Take ownership of the event, do what is needed without being asked, have strong follow through and communication skills throughout the event from inception to completion
  • Be organized presentable and detail oriented, utilizing checklists or other systems to ensure no task is left undone; anticipate events and plan/prepare for the unexpected, remaining focused on the end result.
  • Remain calm under pressure; Handle crisis management as it unfolds and remain flexible to change as events happen.
  • Find solutions to problems that arise concerning services.



Minimum Qualifications:

  • Knowledge of event planning and event productions
  • 2 Years' experience in assisting with event productions.
  • Experience in event safety and security
  • Ability to work odd hours especially nights and weekends
  • Problem solving skills
  • Interpersonal Communication
  • Excellent Customer Service
  • Clear and Concise writing skills
  • Organized and self-motivated to achieve goals and client needs

Minimum Requirements

  • Must be able to lift, move, and carry 50 lbs. without assistance.
  • Must be able to work independently without supervision.
  • Must own a cell phone with a text, voice, and data plan.
  • Must be at least 21 years of age.
  • College degree preferred, but not required.
  • Must have at least 2 years of hospitality experience with at least two years managing events in a venue with multiple event spaces.
  • Creative, enthusiastic, and passionate about events and event operations.
  • Should demonstrate excellent computer skills including but not limited to; Outlook, Microsoft Office Suite, Allseated or another diagraming software.
  • Possess strong organizational, written and verbal communication skills.
  • Must have a positive can-do attitude and the ability to handle multiple priorities in a fast-paced high demand environment.
  • Must be able to lead and manage a team to facilitate successful events.

Additional Comments:

Your resume will stay confidential until a time is deemed appropriate. We value the importance of maintaining anonymity during the vetting and screening process until both parties agree to interview terms.