Job Title: Event Services Coordinator
Department: Event Services
Reports To: Director of Operations
FLSA Status: Salaried Exempt

Job Summary: The Event Services Coordinator provides professional client services support in planning,
organizing and managing assigned events within the Bert Ogden Arena and H-E-B Park. Supervises the
logistics of assigned event task from the initial event inquiry through the conclusion.

Duties/Responsibilities:

  • Responsible for all aspects of assigned event planning, scheduling, budgeting and event implementation
  • Produces events from concept to completion – involving strategy, management and oversight of all details
    for each event
  • Serve as primary contact for clients of assigned events – assisting in development and conceptualization
    of event needs
  • Assist in the logistical and on-site coordination of set-up, move-in/out, and supervision of events
  • Provide support and coordination for event operations in compliance with expectations of the event,
    clients, production, and executive management
  • Clearly communicates event project scope, schedules, deliverable dates, project status/action items and
    any other relevant information – both to the client as well as the internal team
  • Researches, reviews and recommends equipment, materials and supplies required in providing event
    services and planning
  • Provide clients with itemized cost estimates of venue related charges prior to their event and invoicing
    upon event conclusion
  • Coordinates outside service needs with food and beverage contractor, decorator and other vendors
  • Schedules contracted services and equipment to provide services not available in-house
  • Coordinates with marketing department all media entry into the building before, during or immediately
    following events
  • Meets with potential clients, advises them on the venue requirements, and negotiates sales of additional
    services
  • Complete post event evaluations defining any issues that arise, including incidents which may be in
    violation of policies or result in claims for damages and make recommendations of how to preclude their
    re-occurrence
  • Maintains the proper image and generates positive public relations with clients, patrons and staff by
    ensuring delivery of the highest quality of service
  • Responsible for planning, organizing, and scheduling event staff to ensure that company’s labor
    requirements and needs are fulfilled.
  • Ensures event staff are properly trained in guest services, protective procedures, fire safety, and
    evacuation in conjunction with the Security department.
  • Ensure compliance with internal and external policies and regulations.

Supervisory Responsibilities:

  • Directly supervises event leads, ushers and ticket takers. Responsibilities include interviewing, hiring, and
    training employees; planning, assigning, and directing work; appraising performance; rewarding;
    disciplining employees in conjunction with the Human Resources Department; addressing complaints and
    resolving problems.

Education and Experience:

  • Bachelor’s degree from an accredited four-year college or university in Business, Sports or Hotel
    Management or related field or equivalent combination of education and experience
  • Minimum of 2-3 years experience in Supervising and Managing events in a sports and entertainment
    venue in an operationally focused role
  • Demonstrate knowledge of principles and techniques of planning, implementing and supervising
    event staff
  • Possess knowledge of security and public safety issues related to a sports and entertainment venue
  • Experience in AutoCad is preferred

Requires Skills/Abilities:

  • To perform this job successfully, an individual must be able to perform each essential duty
    satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability
    required. Reasonable accommodations may be made to enable individuals with disabilities to perform the
    essential functions.
  • Exceptional organizational skills required. Must be able to oversee complex projects and schedules, maintain deadlines, work within budgets, with the ability to set priorities and manage several projects simultaneously required
  • Excellent written, verbal, and interpersonal communication skills with the ability to synthesize and accurately present relevant information
  • Must have the ability to manage in a fast-paced, diverse environment with focus on Client and Guest Services, entrepreneurship and building & growing a strong business is essential
  • Ability to successfully manage a workload that balances long-range planning with the unanticipated daily demands of Event Services required. Work effectively under pressure and/or stringent schedule and produce accurate results
  • Handle conflicts, make decisions and exercise proper action during high tension and stressful situations. Remain flexible and adjust to situations as they occur
  • Maintain a professional, cooperative working relationship with City officials, clients, employees, exhibitors, patrons, and others encountered in the course of employment
  • Requires ability to work flexible and extended hours, including nights, weekends and holidays, in addition to normal business hours
  • Competent computer skills, including knowledge of Microsoft Office, spreadsheet programs, and familiarity with facility management and systems software required. Experience in AutoCad preferred

Physical Requirements:
The physical demands described here are representative of those that must be met by an employee to
successfully perform the essential functions of this job. Reasonable accommodations may be made to
enable individuals with disabilities to perform the essential functions.

While performing the duties of this position, the employee is regularly required to walk for extensive
period of time, sit for long hours; use hands to handle files, type and operate office machines; to talk and
hear on the telephone. Specific vision abilities required by this job include close vision to handle office
correspondence.

NOTE: The essential responsibilities of this position are described under the headings above. They may
be subject to change at any time due to reasonable accommodation or other reasons. Also, this document
in no way states or implies that these are the only duties to be performed by the employee occupying this
position.

Job Category: Event Services
Job Type: Full Time
Job Location: Edinburg Texas

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