Event Coordination Specialist

2 weeks ago

Savannah, Georgia, United States Savannah Convention Center Full time

Position Overview

The Event Coordination Specialist serves as the primary point of contact between clients and the operational staff involved in event execution. Once an agreement is finalized, the Event Coordination Specialist collaborates closely with clients to address their facility needs. This role ensures adherence to all venue policies and procedures during the planning and execution phases of events.

During events, the Event Coordination Specialist oversees all activities, ensuring client satisfaction and immediate resolution of any facility or safety concerns. This position is integral to the operations of the Savannah Convention Center, a premier venue that blends historical charm with modern amenities, providing a unique setting for a variety of events.

Key Responsibilities

  • Plan, coordinate, and manage logistics for assigned events, acting as the liaison between clients and all relevant departments.
  • Maintain clear and timely communication with staff regarding event requirements, utilizing industry-specific software to prepare detailed event documentation.
  • Address and resolve issues during event setup and execution, ensuring compliance with policies and procedures.
  • Monitor facility setup to guarantee that all contractual obligations are met, adhering to safety and health regulations.
  • Ensure timely acquisition of necessary insurance certificates, licenses, and permits for events.
  • Oversee all aspects of event-related services, including catering and staffing.
  • Communicate effectively with management regarding any challenges and proposed solutions.
  • Manage event budgets, preparing financial estimates and coordinating post-event settlements.
  • Ensure cleanliness and maintenance of the facility before, during, and after events to enhance guest satisfaction.
  • Act as a representative of the facility during events, addressing public concerns and ensuring compliance with policies.
  • Analyze challenges and implement solutions that align with organizational goals.
  • Participate in regular building meetings to stay informed on operational matters.
  • Build and maintain effective relationships with clients, colleagues, and contractors.
  • Supervise events managed by other Event Managers as needed.
  • Complete all tasks with a focus on customer service and teamwork.
  • Perform additional duties as assigned.

Qualifications

  • Ability to work flexible hours, including evenings and weekends, as required by event schedules.
  • Knowledge of event operations, crowd management, and safety regulations.
  • Familiarity with facility use contracts and event management software.
  • Strong customer service skills with the ability to manage multiple priorities.
  • Ability to work independently and collaboratively within a team.
  • Professional demeanor and strong work ethic.
  • Bilingual skills in English and Spanish are highly desirable.
  • Certification as a Certified Meeting Professional (CMP) is preferred.
  • Demonstrated ability to thrive in a fast-paced environment.
  • Strong communication skills, both written and verbal.
  • Excellent organizational and planning abilities.
  • Capacity to manage and prioritize tasks effectively.

Education and Experience

  • Bachelor's degree in event management, hospitality, business administration, or a related field is preferred.
  • Two to three years of relevant experience in event management within a public assembly venue or similar setting.

The Authority is an Equal Opportunity Employer and does not discriminate based on race, creed, color, sex, age, national origin, ancestry, marital status, military service eligibility, disability, or any other illegal purpose.

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