What are the responsibilities and job description for the Arts Center Sales & Events Coordinator - Rentals & Users position at City of Lewisville?
The Sales and Event Coordinator is responsible for scheduling and leading events that take place at the Lewisville Grand Theater. These events may come in the form of rental events, city sponsored programming, or special events. Other duties may include fiscal management of assigned budgets; assisting with marketing efforts for rental clients; and marketing and networking efforts on behalf of the Arts Center to solicit new business. Some evenings and weekend shifts will be required to oversee events in the facility or during City of Lewisville Special Events.
Compensation: The annual salary range for this position is $55,011.09-$61,345.70, which represents the hiring range for new employees based on factors such as education, experience, certifications, and licenses. The full salary range extends up to $78,349.13, providing opportunities for salary growth as employees gain experience, develop skills, and demonstrate strong performance over time.Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodation so that qualified employees can perform the essential functions of the job.
AREA SPECIFIC ESSENTIAL FUNCTIONS
Rentals and Users
Experience: Two (2) years of event planning experience required. Two (2) years of experience in a multi-use public facility setting preferred. Five (5) years of event planning experience, preferred.
Any combination of related education, experience, certifications, and licenses that will result in a candidate successfully performing the essential functions of the job is an acceptable substitute for the above specified education and experience requirements.
Licenses and Certifications: None.
Conditions of Employment: Must submit to and pass a criminal background and pre-employment drug test.
REQUIRED KNOWLEDGE, SKILLS & ABILITIES
Knowledge of: Social media content generation and account management; ticketing and box office software; event planning, program coordination, talent booking or similar experience; customer service and communications; facility operations and event planning and management; cash handling; and event booking software and common business software such as Word, Excel, and PowerPoint.
Skills in: Prioritizing, organizing workload, handling multiple responsibilities and meeting deadlines; understanding complex rules and policies; learning and becoming proficient in use of new software systems and technology; communication effectively with diverse, and sometimes difficult individuals and calmly and efficiently handling situations ranging from routine to emergency; using a personal computer including Microsoft Office, Open Office or similar word processing programs, e-mail, and the internet; contributing as a member of a team; accepting responsibility for his/her actions; performing work accurately and thoroughly; following instructions, safety practices, and standard operating procedures in performing assigned tasks; communicating effectively, clearly, and concisely both orally and in writing; being punctual and attending work regularly; and working effectively with people regardless of their age, gender, race, ethnicity, religion, or job type.
Physical Demands and Working Conditions: This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment; vision to read printed materials and a computer screen; hearing and speech to communicate in person and over the telephone. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects weighing up to 25 pounds.
Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.
The City of Lewisville has reviewed this job description to ensure that essential functions and basic duties have been included. The above statements are intended to describe the general nature and level of work being performed and are not intended to be an exhaustive list of all functions, responsibilities, skills, and abilities, which may be required. Additional functions and requirements may be assigned by supervisors as deemed appropriate. The position also requires meeting the essential requirements of the Physical Demands and Working Conditions, with or without reasonable accommodation.
Levels of positions within a class series are distinguished by the level of responsibility assumed, the complexity of duties assigned, the independence of action taken, the nature of the public contact made, and the impact and span of tasks performed.
This job description is not an employment agreement or contract. The City of Lewisville has the exclusive right to alter this job description at any time without notice.Mostly regular M-F ,9a-6p, but some nights and weekends required.
Compensation: The annual salary range for this position is $55,011.09-$61,345.70, which represents the hiring range for new employees based on factors such as education, experience, certifications, and licenses. The full salary range extends up to $78,349.13, providing opportunities for salary growth as employees gain experience, develop skills, and demonstrate strong performance over time.Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodation so that qualified employees can perform the essential functions of the job.
- Oversees rental sales program handling initial event rental inquiries through phone, email, and walk-ins; creating, sending, and maintaining event paperwork; collecting payments; sending late notices; and assisting in event planning, set up, and execution.
- Manages the food and beverage catering applications including assuring that vendors’ files contain complete and current information and proof of insurance and following up with them to ensure policy and contract compliance.
- Represents facility in business associations such as Lewisville Area Chamber of Commerce Leads Group.
- Participates with the Arts Center Manager and Theater Arts Center Specialists in evaluation of operating policies and procedures and development of changes for process improvement.
- Assists the Arts Center Manager in marketing efforts by working with clients on provision of marketing materials and distribution of the materials to appropriate City staff; participating in Social Media marketing strategy development; and working with contractors on development of marketing materials for the facility.
- Serves as team leader in advancing events for the facility, deferring to the Operations Coordinator or Arts Center Specialists in areas such as lighting and audio requirements.
- Coordinates event schedules, communicating with staff, clients, and contractors to avoid conflicts due to inappropriate adjacencies or insufficient transition times.
- Leads event coordination of select events.
- Participates in evaluation of staffing needs for events.
- Provides follow-up to assure that clients provide all information about insurance, marketing, catering, beverage service schedules, tech requirements, and all other matters related to the proposed events before a contract is generated.
- Encourages, promotes and markets the use of the Arts Center to maximize revenue while maintaining the integrity of the community arts programming.
- Performs all other related duties as assigned.
AREA SPECIFIC ESSENTIAL FUNCTIONS
Rentals and Users
- Responsible for coordinating all facility space scheduling, contracting, and fee collection efforts for all rental events at the Lewisville Grand Theater.
- Oversees creation and processing of facility use agreements, invoicing, deposits, and deposit balance refunds (post event) for all Arts Center rental events.
- Participates with the Arts Center Manager, Operations Coordinator, and Arts Center Specialists in evaluation of operating policies and procedures and development of changes for process improvement.
- Ensures that clients are fully informed as to their rights and responsibilities when using the facilities for their events and coordinates with management on generation and execution of Facility Use Agreements.
Experience: Two (2) years of event planning experience required. Two (2) years of experience in a multi-use public facility setting preferred. Five (5) years of event planning experience, preferred.
Any combination of related education, experience, certifications, and licenses that will result in a candidate successfully performing the essential functions of the job is an acceptable substitute for the above specified education and experience requirements.
Licenses and Certifications: None.
Conditions of Employment: Must submit to and pass a criminal background and pre-employment drug test.
REQUIRED KNOWLEDGE, SKILLS & ABILITIES
Knowledge of: Social media content generation and account management; ticketing and box office software; event planning, program coordination, talent booking or similar experience; customer service and communications; facility operations and event planning and management; cash handling; and event booking software and common business software such as Word, Excel, and PowerPoint.
Skills in: Prioritizing, organizing workload, handling multiple responsibilities and meeting deadlines; understanding complex rules and policies; learning and becoming proficient in use of new software systems and technology; communication effectively with diverse, and sometimes difficult individuals and calmly and efficiently handling situations ranging from routine to emergency; using a personal computer including Microsoft Office, Open Office or similar word processing programs, e-mail, and the internet; contributing as a member of a team; accepting responsibility for his/her actions; performing work accurately and thoroughly; following instructions, safety practices, and standard operating procedures in performing assigned tasks; communicating effectively, clearly, and concisely both orally and in writing; being punctual and attending work regularly; and working effectively with people regardless of their age, gender, race, ethnicity, religion, or job type.
Physical Demands and Working Conditions: This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment; vision to read printed materials and a computer screen; hearing and speech to communicate in person and over the telephone. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects weighing up to 25 pounds.
Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.
The City of Lewisville has reviewed this job description to ensure that essential functions and basic duties have been included. The above statements are intended to describe the general nature and level of work being performed and are not intended to be an exhaustive list of all functions, responsibilities, skills, and abilities, which may be required. Additional functions and requirements may be assigned by supervisors as deemed appropriate. The position also requires meeting the essential requirements of the Physical Demands and Working Conditions, with or without reasonable accommodation.
Levels of positions within a class series are distinguished by the level of responsibility assumed, the complexity of duties assigned, the independence of action taken, the nature of the public contact made, and the impact and span of tasks performed.
This job description is not an employment agreement or contract. The City of Lewisville has the exclusive right to alter this job description at any time without notice.Mostly regular M-F ,9a-6p, but some nights and weekends required.
Salary : $55,011 - $78,349
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