Job description

GENERAL SUMMARY

The Event Coordinator at Meydenbauer Center supports the Event Managers in event-related tasks and activities including but not limited to effectively qualifying, selling, planning and organizing events at Meydenbauer Center (such as events, banquets and meetings, as well as catering sales and menu planning) to corporations, promoters, event planners, local non-profit groups, individuals and other potential building users. The primary focus of this position is assistance with qualifying, selling, planning and execution of business. This position also requires extensive public contact, good organizational skills, communication skills and attention to detail.

ESSENTIAL FUNCTIONS

• Manage client’s progress from lead status, booking, planning, and organizing, to onsite setup and event execution for events with up to 150 attendees.

• Prepare and review contracts for completeness, compliance and/or edits, and coordinate the execution process in support of the Event Managers.

• Assist with qualifying, soliciting and selling Meydenbauer Center and all services via all channels (email, telephone, letters and personal contacts, etc.) to groups with up to 150 attendees.

• Maintain a positive and professional image and build an effective rapport with clients and prospective clients.

• Develop and maintain an accurate, up-to-date, and comprehensive knowledge of capabilities of Meydenbauer Center, and is able to effectively utilize this knowledge as a sales and/or planning tool matching those capabilities with the needs of the client or prospective client.

• Conduct personal facility tours for prospective clients.

• Prepare event plan, diagrams, and menus, etc. to coordinate supportive services required by the guest, before, during and after the event, for events with up to 100 attendees.

• Prepare final event invoicing to Finance within established guidelines for events with up to 150 attendees.

• Will be responsible for managing events as Manager on Duty (MOD), which will require working evenings and weekends, or anytime that events are scheduled at Meydenbauer Center.

• When acting in the capacity of the Manager on Duty (MOD), has responsibility for the facility and all of its components in the absence of the Chief Executive Officer, Chief Operating Officer or the Director of Facility Services. This includes the safety and welfare of the facility and its occupants, and the authority to authorize an evacuation of the facility.

• As a support function for the Event Managers completes forecasting, contract, insurance, and deposit follow-up for contracted events.

• Manage all aspects of client Post Event Review Surveys by sending initial request for completing the online survey, reminding clients who have not yet responded, and sending “Thank You” cards to clients that have already completed the survey. Compile quarterly and annual Post Event Review Survey reports.

• Provide coverage at the reception desk during breaks and absences for the Event Concierge.

• Manage internal meeting requests and communicates internal meeting service needs to department managers.

• Create quarterly Manager on Duty Schedule.

• Manages correspondence through website such as the Knot and Wedding Wire.

• Maintain ongoing client relationships for potential rebooking and future opportunities.

COMPETENCIES

• Solid time management skills

• Strong organizational skills

• Customer service-minded with comfort dealing with diverse client needs

EDUCATION & EXPERIENCE

• Bachelor’s degree in Hospitality, Tourism, Sales, Marketing or other related field.

• One to two years of experience in sales, event coordination/planning, or a comparable position at a convention facility, hotel or other multi-use public assembly facility.

• One year of computer experience involving word processing and spreadsheets.

• One year of computer experience involving customer relationship management software and diagram creation software preferred

• Other equivalent combinations of education and experience may be considered.

CERTIFICATIONS OR LICENSES

None required.

SUPERVISORY RESPONSIBILITY

This position has no supervisory responsibilities.

WORK ENVIRONMENT

While performing the duties of this job, the employee works indoors in an office environment utilizing standard office equipment including personal computer and associated software and peripherals. The employee is occasionally exposed to outside weather conditions and the noise level in the work environment is usually moderate and occasionally loud.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee, with or without accommodation, to successfully perform the essential functions of this job. The employee is regularly required to use hands and fingers to handle, or feel or operate objects, tools or controls, and to reach with hands and arms. The employee is frequently required to sit, stand, talk and hear. He/she may frequently lift and/or move up to five pounds, regularly lift and/or move up to 10 pounds, and occasionally lift and/or move up to 25 pounds.

POSITION TYPE / WORK SCHEDULE

This is a full-time position. Standard days and hours of work are Monday through Friday, 8am to 5pm with one hour off for a lunch break. At times, the Event Coordinator will be required to work evenings, weekends and/or holidays.

OTHER DUTIES

Please note this job description is not designed to cover a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job as they may change at any time, with or without notice.

EEO STATEMENT

Meydenbauer Center provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity, national origin, age, disability, genetic information, marital status, amnesty or status as a covered veteran in accordance with applicable federal, state and local laws. This statement applies to all terms and conditions of employment, including hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Job Type: Full-time

Pay: From $25.00 per hour

Benefits:

• Dental insurance
• Employee assistance program
• Flexible schedule
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday
• Weekend availability

Ability to commute/relocate:

• Bellevue, WA: Reliably commute or planning to relocate before starting work (Required)

Education:

• Bachelor's (Preferred)

Experience:

• Events management: 2 years (Preferred)
• Sales: 2 years (Preferred)
• Event planning: 2 years (Preferred)

Work Location: One location

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