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Events Coordinator

4 months ago

Chicago, United States Transwestern Full time

Transwestern Real Estate Services adds value for investors, owners and occupiers of all commercial property types through comprehensive solutions grounded in sound market intelligence. Part of the Transwestern companies, the firm applies a consultative approach to Agency Leasing, Asset Services, Occupier Solutions, Capital Markets and Research & Investment Analytics.

Our firm's award-winning culture and reputation for exceptional service are built on a common purpose - Empowering Good People to do Extraordinary Things Together. This unique approach, reinforced by the hiring of smart, passionate, hard-working people who understand the benefits of both collaboration and independence, create value for our team members and clients every day.

The Events Coordinator will assist our events management offices at Millennium Park and the Chicago Cultural Center located in downtown Chicago. Under the supervision of the Director of Events, facilitate events, both private and public. Duties to include production, logistics, operations, contracting, invoicing, accounting, staffing needs, drafting floor plans and conducting site visits; attend meetings, both in-person and virtual, as well as being on-site. Weekend and/or evenings may be required as determined by the event schedule.

ESSENTIAL FUNCTIONS

  • Generate revenue through booking private events at Millennium Park and the Chicago Cultural Center.
  • Respond promptly to all sales leads and handle all administrative requests as needed.
  • Endure that all events follow the internal policies and procedures set forth by the management and the Department of Cultural Affairs & Special Events (DCASE).
  • Approve event invoices in Transwestern accounting systems, track all event costs, charges, waivers and revenue through event booking software.
  • Participate in and assist with event and/or production needs for DCASE-produced public programs at Millennium Park and the Chicago Cultural Center.
  • Assist with any other City-related event management on behalf of DCASE, the Mayor's Office or other City of Chicago departments, on an as-needed basis and requested by Transwestern management.
  • Assist with management of Experiential Marketing Activations, Exhibitions, and special Marketing programs at Millennium Park.
  • Assist with all types of commercial film shoots including still advertising, TV shows and Major Motion Pictures.
  • Generate contracts with appropriate and correct pricing structure; ensure that all due dates are being met by clients and vendors.
  • Coordinate the logistics of events including coordinating with client vendors, outlining space needs, invoicing and tracking payments, obtaining correct COIs, staffing needs, etc. to ensure the delivery of goods and services.
  • Advise internal division, outside clients and vendors on best practices for items such as floor plans, technical services and riders, and load-in/load-out procedures.
  • Organize client and internal meetings necessary to discuss the scheduling, logistics and details of each event; for public program series are scheduled, a standing meeting & shared documents may be necessary.
  • Create & maintain strong working relationships with the City of Chicago, outside vendors, event planners and clients.
  • Maintain the annual calendar of events; coordinate internally to ensure all requested public programs, meetings and events are scheduled appropriately.
  • Serve as a key representative and liaison to assigned DCASE division and tenants.
  • Other duties as assigned.
POSITION REQUIREMENTS
  • Bachelor's degree or equivalent experience/education required.
  • 2+ years of previous event planning or related experience required.
  • Proficiency in Microsoft based software; ability to utilize OneDrive, SharePoint and other shared software.
  • Experience with Event software preferred.
  • Strong interpersonal and customer service skills.
  • Excellent problem solving and decision-making skills.
  • Ability to balance multiple projects simultaneously and meet critical deadlines.
  • Solid organizational skills with the ability to work efficiently and independently.


WORK SHIFT

LOCATION
Chicago, IL

We Are Transwestern

Transwestern's Guiding Principles are woven into the fabric of our firm and underscore the value of each individual team member. We embrace diversity, equity and inclusion - not only as the right thing to do, but as a reflection of who we are. It is our responsibility and heartfelt desire to create an environment that elevates the human spirit and brings out the best in everyone. Transwestern offers an exciting work environment, competitive salary and excellent benefits, which include medical, dental and vision coverage, as well as a 401(K) plan. Transwestern is an Equal Opportunity Employer.

Third Party Agencies/Vendors

Transwestern recognizes the valued service provided by its recruitment agencies and as such have a Preferred Supplier List, which whom terms of business have been agreed. Only suppliers who have signed these terms can engage with Transwestern and its Family of Companies. If you are interested in becoming a Preferred Supplier vendor, we invite you to email us only at recruittw@transwestern.com. Please provide relevant information about your agency, and our dedicated team will carefully review and approve your submission. We will reach out if we find that there is a potential match and interest in adding your agency to our preapproved recruiting vendors list. Agreements obtained outside of this formal process will not be recognized and will be deemed invalid. We appreciate your understanding and cooperation in adhering to this established procedure. Thank you in advance.