Event Coordinator
2 weeks ago
About Us
At SCI Shared Resources LLC, we take pride in honoring lives and supporting our associates in their professional journeys.
Position Overview
The Event Coordinator is responsible for orchestrating and executing detailed events on short notice. This role involves planning, scheduling resources, and liaising with vendors to ensure that all event plans align with the family's preferences and contractual agreements. Clear communication of instructions, expectations, budgets, and timelines to vendors and support staff is essential.
Key Responsibilities
- Organize events by reviewing contracts and collaborating with the Funeral Director for clarification.
- Coordinate internal resources, ensuring adequate facility space, equipment, tables, chairs, podiums, decorations, vehicles, drivers, and attendants are available.
- Engage with vendors, communicating expectations, budget constraints, and timelines.
- Oversee the implementation of service arrangements (visitation, funeral, reception, or graveside) in accordance with contractual obligations.
- Inspect vendor products and address any issues that arise.
- Provide clear instructions to support staff for event setup, assignments during events, and post-event clean-up.
- Work alongside support staff to set up arrangements and assist with event operations as needed.
- Be present during events to troubleshoot and resolve any issues.
- Ensure that events meet or exceed the family's expectations.
- Handle various event planning tasks, including ordering memorabilia, stationery, scanning photos, coordinating electronic presentations, music, or drafting obituaries.
Administrative Duties
- Collaborate with Corporate Products to source local vendors for catering, floral arrangements, and other service products.
- Gather pricing information and ensure that vendor inspections comply with business standards.
- Develop catering menus tailored to event needs.
- Follow Corporate Products' guidelines for vendor contract and pricing approvals.
- Maintain vendor Key Performance Indicators and metrics to ensure contract compliance.
- Develop and update the Event Playbook, which includes event plans, KPIs, and lessons learned.
- Document areas for improvement and discuss with management to implement enhancements.
- Take on additional responsibilities as assigned.
Minimum Qualifications
Education
- An Associate's degree in hospitality, event planning, or a related field is required. Two years of event planning experience may substitute for the degree.
Experience
- A minimum of one year of experience in event planning or catering is strongly preferred.
Knowledge, Skills, and Abilities
- Proficient in computer applications, particularly MS Office.
- Ability to utilize proprietary software for administrative tasks.
Work Environment
- Work primarily occurs indoors, with some outdoor tasks in various weather conditions.
- Professional attire is required when interacting with families.
Physical Demands
- Job requires prolonged periods of sitting or standing, up to six hours daily.
- Frequent climbing of stairs to access different areas.
Work Hours
- Flexibility in availability is essential.
- Standard hours include evenings and weekends, as most services occur during these times.
- Typically, less than 20 hours a week is worked during weekdays.
- Some local and/or multiple location travel may be required.
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