Civic Center Event Coordinator

4 weeks ago

Glendale, United States City of Glendale, AZ Full time

**Description**:
This position works closely with clients to coordinate customer needs with facility's capabilities, including catering and other outside contractors. This position also plans, monitors, administers and delegates all aspects of event coordination within the Civic Center facility. There are supervisory responsibilities with office staff to ensure excellent facility operations and customer service.

**Essential Functions**:

- Responds to inquiries by prospective and confirmed lessees regarding rental rates and space availability; generates sales calls and establishes relationships with prospective clients.
- Meets with clients of the facility to determine their needs.
- Conducts tours and sells services available.
- Communicates with other community organizations, executives and convention officials to discuss facility services, policies and information.
- Serves as facility representative or assigns personnel to be present at all Civic Center events.
- Hires, trains, schedules and supervises event personnel for the running of events to insure proper coverage, safety and excellent customer service; including event staff, reception, security, ushers and others as necessary.
- Selects, trains and supervises clerical staff.
- Creates layout of the facility for client and in-house use.
- Prepares cost estimates for clients, contracts and final invoices for services provided.
- Prepares various reports.
- Handles booking of the facility.
- Assists with preparation of the Civic Center budget.
- Performs other related duties as assigned.

**Minimum Qualifications/Special Requirements/Success Factors**:
Associates Degree in business, public administration, marketing, hospitality or related field and three years of experience in event coordination, conference services and catering for event facilities in the hospitality field, including two years of supervisory experience. Previous experience handling large ballroom events and activities preferred.

**Knowledge of**:
Principles and practices of modern supervision
Principles and practices of public assembly management
Modern principles and practices of facility event planning, coordination and production
Catering, decorator, security, ushering, parking and food concession operations
City ordinances, Fire and Life Safety codes and the Americans with Disabilities Act
Business practices as they pertain to billing and contractual arrangements for facilities
Principles of public relations and marketing
Basics of audio/visual equipment, sound and lighting

**Skill in**:
Computer operation and applicable software

**Ability to**:
Work a flexible schedule. Evening, weekend and holiday work required
Create layouts of the facility
Communicate effectively both orally and in writing with potential clients, employees, and management
Supervise others and resolve employee issues to maintain excellent customer service
Analyze problems and make recommendations for improvements
Review and interpret schematic drawings and layouts for convention facilities
Establish and maintain effective working relationships with employees, municipal officials, service contractors, and the public
Make basic arithmetic calculations
- Any equivalent combination of training and experience that provides the required knowledge, skills and abilities is qualifying._

**Special Requirements**
Valid Arizona driver's license.
Evening, weekend and holiday work required.
Possession of, or ability to obtain within 6 months of hire, CPR and First Aid Certification.

**Success Factor Classification Level - Foundational**

**Success Factors**

**Definitions**

**Classification Levels**
- Personal Accountability & Integrity- Takes personal responsibility for the quality and timeliness of work and in complying with organizational rules, policies and procedures. Earns others’ trust and respect through consistent honesty and professionalism.- Foundational, Professional/Supervisory, Managerial, Executives- Teambuilding & Collaborative Relationships- Inspires and fosters team commitment, spirit, pride and trust; develops cooperative working relationships with others.- Foundational, Professional/Supervisory, Managerial, Executives- Effective Communication- Conveys information respectfully, credibly, and effectively.- Foundational, Professional/Supervisory, Managerial, Executives- Continuous Learning & Development- Assesses and recognizes own strengths and weaknesses; takes initiative in pursuing self-development and learning to expand skills and increase knowledge.- Foundational, Professional/Supervisory, Managerial, Executives- Commitment to Service Excellence- Strives to excel in meeting the needs of both internal and external customers in a fair and equitable manner. Delivers high-quality services with a commitment to continuous improvement.- Foundational, Professional/Supervisory, Managerial, Executives- Innovation- Applies original thinking in approach to job responsibilities and to improve processes,

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