Event Operations Coordinator - Flex

The starting pay range for this position begins at $18.62/hour but is based on the level of qualifications and relevant experience above the minimum requirements.

The Event Operations Administrator Coordinator reports directly to the Event Operations Sr Manager and provides support as needed to Event logistics, Special Events, the Sign Production Shop, and leadership as needed. The incumbent is responsible for ensuring the high quality standards of Biltmore are met by assisting the event departments with the administrative task of daily operations such as training, scheduling, serving as a point of contact for outside rental companies, and keeping the rental software up to date. The incumbent will also provide general support and assistance for the department, leadership, and Company as required.

Requirements:

1. High school diploma (or GED). Additional training preferred.

2. Ideal candidates will have at least two (2) years relevant event experience.

3. Demonstrated commitment to providing world class internal/external guest service; proven leadership skills and the ability to build/motivate teams.

4. Proficiency in Word, Excel, and Outlook. Basic math skills a must.

5. Excellent interpersonal and written/verbal communication skills; must be able to convey information clearly, concisely, and effectively.

6. Strong planning, organizational, and project/time management skills; prioritizes work and can adapt as needed. Keen attention to detail with focus on quality and service.

7. Proactive, takes initiative, and exercises good judgment; creatively problem solves and handles a variety of situations in a professional manner.

8. Can operate effectively in an intense and dynamic guest service environment.

Essential Job Duties:

1. Keeping the rental software current by staying in constant communication with Clients on revisions and updates as needed.

2. Working with outside companies to line up sub rentals and equipment as needed.

3. Assisting leadership with Quoting/Invoicing event orders.

4. Assisting leadership with Kronos and labor transfers. Alert management of discrepancies caused by unauthorized overtime, inappropriate punches, and staff absences.

5. Working with the staffing center on coordinating job fairs/interviews/recruiting.

6. On the Job training. Making sure all new hires receive the proper information regarding the department, safety, and uniforms.

7. Assisting with scheduling EL, SES, and shared reserve staff.

8. Communicating with both event teams as requested by management.

9. Assisting leadership with creating packages and updating pricing via the rental system.

10. Assist with planning and coordinating Special Event projects and exhibitions such as illumination, and large scale exhibit changeovers.

11. Assist with the tracking of sign requests and following up with completion of requests.

12. To understand the sign making process and assist with the training of sign printing and production.

13. Proofread and perform quality control checks for all creative work.

14. Prepare well written, professional documents and reports.

15. Coordinate all routing and approvals of projects/jobs. Assist management with capital purchases and timeline of materials delivered.

16. Coordinate meetings as needed between Catering, EEP, Marketing, floral, etc. Attend and document these meetings.

17. Work closely with all departments across the estate to ensure smooth execution of all events.

Physical Requirements:

1. Ability to lift, pull, and push up to 50 pounds occasionally.

2. Ability to climb stairs and ladders.

3. Work outside and inside in a variety of weather conditions with fluctuations in temperature.

4. Must have a valid driver's license and be at least 19 years of age.