Event Coordinator

Description

PRINCIPAL FUNCTION: Responsible for preparing all event documentation including event orders and booking resumes for all events held at the Atlanta Botanical Garden. Coordinates with Sales, internal departments and clients to ensure consistent, high level service throughout the event planning phases of all property events. 

Ensures events have a seamless turnover from sales to execution back to sales. Details all assigned events held at Atlanta Botanical Garden. Recognizes opportunities to maximize revenue by up-selling and offering enhancements to create outstanding events. 

RESPONSIBILITIES:

Managing Event Logistics 

• Acts as liaison between Sales and the Client throughout the event planning process 
• Schedules and conducts final walk-throughs with clients and vendors
• Participates in customer site visits and assists with the sales process as necessary. 
• Obtains all event details as it pertains to the Garden (timelines, vendor information, setup, staffing, etc.)
• Builds Banquet Event Orders, Resumes and Diagrams to capture all Garden details for the event
• Creates timelines for all events to include but not limited to: Garden-wide public events, Membership Events, Development Events, internal meetings and Private Events. 
• Identifies operational challenges associated with his/her event and determines how to best work with Garden staff, vendors and clients to solve these challenges and/or develop alternative solutions. 
• Uses his/her judgment to integrate current trends in event management and event design. 
• Works closely with Operations Team and other Garden Departments to ensure that all events are executed in a smooth and timely manner.
• Ensures clients and vendors adhere to Garden environmental protection clauses during the event planning process
• Delivers additional detail and provides any clarification to Garden event execution staff prior to event date
• Attends Special Events Operations Meeting weekly and event review meetings as needed
• Adheres to all Garden and department standards, policies, and procedures. 
• Performs other duties as assigned to meet business needs. 

Ensuring and Providing Exceptional Customer Service

• Listens diligently to client’s needs and assist with overall event vision within the Garden’s scope 
• Delivers excellent customer service throughout the planning process
• Coordinates and communicates event details verbally and in writing using the highest customer service
• Uses personal judgment and expertise to enhance customer experience each step of the process
• Along with the Sales Coordinator, follows up with client post-event and ensures survey is distributed
• Along with the Sales Coordinator, responds to client concerns and stays available to troubleshoot day-of happenings with Garden event execution staff
• Emphasizes guest satisfaction during all departmental meetings and focuses on continuous improvement. 

Requirements

In order to narrow down our search and applicant pool, we are requiring that ALL candidates meet the following necessary qualifications in order to apply:

• High school diploma or GED; 
• Experience (1 - 2 years) in the event management or related professional area or 2-year degree from an accredited university in Hotel and Restaurant Management, Hospitality, Business Administration, or related major; at least 1 year experience in the event management or related professional area required. 
• At least 1 year experience working in Delphi, CI-TY or other event booking software.
• Excellent client and customer service skills, must be able to manage several projects at once, lead by example and direct employees in a fast paced environment. 
• Exceptional time management skills, adaptable to change in a fast paced environment.
• Demonstrate excellent leadership, organizational and time management skills
• Ability to communicate clearly, confidently and professionally with vendors and clients
• May be required to work holidays, nights and weekend hours.  
• Very responsive both via email and phone

PHYSICAL REQUIREMENTS:

• Standing and walking 60% of the time. 
• Position routinely requires the ability to lift up to 20 pounds.  
• Must be able to work outside in the elements, including all seasons  

The above job duties and responsibilities describe the general nature and level of work for employees in this position, but this is not intended as an exclusive or all-inclusive inventory of all duties required of employees in this job.

It is the policy of the Atlanta Botanical Garden to provide equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law. In addition, reasonable accommodations will be made for qualified individuals with disabilities.