What are the responsibilities and job description for the Coordinator, Event Sales and Operations position at Cincinnati Museum Center & National Underground...?
Coordinator, Event Sales and Operations
National Underground Railroad Freedom Center (“NURFC”)
Position reports to: Manager, Event Sales and Operations
FLSA Status: Fulltime, Exempt
Salary: $42,500.00
Rooted in the stories of the Underground Railroad, the National Underground Railroad Freedom Center (“NURFC”) illuminates the true meaning of inclusive freedom by presenting permanent and special exhibits that inspire, public programming that provokes dialogue and action, and educational resources that equip modern abolitionists.
NURFC opened in August 2004 on the banks of the Ohio River in downtown Cincinnati, Ohio. Since then, millions of people have visited our exhibits and public programs, inspiring everyone to take courageous steps for freedom. Millions of people have utilized our educational resources online at freedomcenter.org, working to connect the lessons of the Underground Railroad to inform and inspire today’s global and local fight for freedom.
Position Overview:
The Coordinator of Event Sales and Operations is responsible for supporting events on behalf of the National Underground Railroad Freedom Center. The coordinator’s responsibilities will include acting as a liaison between clients (both internal and external), vendors, and staff, and oversight for the event executions. The coordinator will facilitate room bookings in addition to coordinating and overseeing event operations including catering, bar service, equipment, run of show, set up and tear down and all related client services during the event. The coordinator is also responsible for following policies and procedures to provide a safe, friendly, and optimally functional environment. Also, the Coordinator will assist with event administrative functions including calendars, communications and correspondence, invoicing and payment, and inventory. The coordinator will assist in departmental goals, policies, procedures, and strategies and in maintaining all reporting necessary to monitor progress and create action plans to meet goals and compliance. All members of the NURFC staff strive to deliver consistent brand-quality service and hospitality to our guests.
Responsibilities/Duties:
Operations
- Facilitate ongoing programing and work within the organization to ensure mission goals and standards are met
- Coordinate plans related to large scale Freedom Center initiatives to support the ongoing needs of the organization
- Work with clients and consultants to tailor program offerings for each client’s needs and interests
- Offer opportunities to increase sales through adding on and upgrading options
- Oversee event planning including load in, set up, tear down and load out including caterer, a/v, public safety, parking options, and related needs for run of show
- Facilitate the pull and restocking of liquor inventory consistent with the needs of bookings on behalf of the institution
- Identify and secure internal, caterer and vendor logistics, and oversee event day execution
- Lead client, caterer, and vendor site visits to identify event needs and run of show
- Liaise between client, internal departments and vendors and offer best vendor for client needs from preferred vendor list
- Assist with institutional operations meetings to plan operational needs for upcoming events and to ensure alignment of events with educational programs, community engagement, development, and similar initiatives
- Align with the Manager to oversee the master events calendar for maximum efficiency of deploying resources
- Lead by example in creating a safe (meeting all fire codes), clean, stocked, organized, efficient and presentable event space, supply rooms and office areas
- Assist in soliciting feedback from clients, internal departments, caterers and vendors to identify client satisfaction and areas for improvement in operations
Client Management
- Outreach to ensure that NURFC maintains and expands their position in the industry as a leader in Events
- Create room reservations, sales items and related client account information in POS and event management databases
- Work with the Manager to design and implement a sales strategy to drive sustainable, long-term revenue growth
- Answer incoming sales inquiries, including phone calls and online requests and effectively communicate product offerings, pricing and institutional history, events, and programs to help drive sales
- Liaise with internal departments to help facilitate their event needs to ensure successful execution
- Take payment for client invoices and assist with payments for caterer and vendor invoices
- Assist in maintaining integrity of reservations database including calendars, invoices, and client records
- Assist in providing sales and client reports to leadership and marketing teams
- Assist with execution of sales plans targeting repeat clients especially to communicate improvements of and interest in our product offerings
- Other duties as requested or assigned
Education and Experience
- High School diploma required; college degree preferred in areas of sales, events, client management, hospitality, tourism, catering/bartending, food management.
- Previous experience in large venue/attractions (museums, theme parks, zoos, cultural or academic institution, resorts, convention centers, etc.); or a combination of education and experience preferred.
- Strong knowledge of and experience with programs and event logistics including catering, bar management, audio-visual, décor and other event needs.
- Must be legally compliant for managing liquor inventory in the state of Ohio.
- Experience with client management software, Point of Sale systems and e-commerce.
Knowledge, Skills and Abilities
- Ability to maintain composure, practice sound judgment, problem solve, critically think, promote a spirit of cooperation and diplomacy, and communicate effectively and professionally in high pressure, fast-paced, emergency, or unusual situations.
- Must demonstrate excellent guest service and hospitality skills including conflict-resolution, service recovery
- Ability to work with diverse workforce and clientele
- Ability to type, complete complex data entry processes and math transactions with speed and accuracy and effectively use computers/calculators to complete sales.
- Excellent organizational, interpersonal, communication (both verbal and written) and presentation skills with strong attention to detail.
- Strong analytical skills with the ability to produce, understand, interpret, and apply complex data, especially as it relates to delivering credible experiences for clients.
- Strong self-motivation and initiative; ability to work both independently and as a team member, especially to maintain client and caterer and vendor relationships.
- Excellent time management skills include the ability to initiate, prioritize, manage, and complete multiple tasks in an energetic environment and work well under pressure with periodic heavy workloads, constant demands, and frequent interruptions.
- Demonstrated knowledge of Microsoft Office Suite.
Additional Information
This position is 40 hours/week, salary, with benefits. Requires a flexible schedule to meet business demands, with many hours during evenings and weekends, and some holidays. Must be punctual and have reliable transportation. Must be able to lift, carry and pull up to 35 pounds. Frequently standing, walking, stooping, crouching.
Apply to www.cincymusem.org/jobs
Salary : $42,500
