What are the responsibilities and job description for the Event Coordinator position at City of Little Rock, AR?
The City of Little Rock provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, marital status, or status as a covered veteran in accordance with applicable federal, state, and local laws. City of Little Rock complies with applicable state and local laws governing non-discrimination in employment in every work location. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.
Job Objective & Safety/Security Sensitive Designation
This position is considered Essential Personnel under the LRCVB Inclement weather policy.
JOB OBJECTIVE: To coordinate assigned small events within the facilities operated by the Little Rock Convention & Visitors Bureau (LRCVB) and provide administrative support to Event Manager(s).
Essential Functions
- Coordinates assigned small events within the facilities operated by LRCVB to include event outlines, equipment coordination, monitors events in progress, customer service and relations, and other contractual requirements; coordinates internal LRCVB events utilizing company facilities.
- Serves as Manager on Duty in charge of facilities and in the absence of appropriate Departmental personnel during assigned events and other events; provides technical assistance and communicates client requests to appropriate personnel to ensure needs are fulfilled as necessary.
- Serves as liaison between clients of the LRCVB facilities and the LRCVB staff.
- Coordinates with the Booking Coordinator the needs and space availability for events booked within the LRCVB facilities.
- Prepares and finalizes lease agreements and related requirements including set-up arrangements, schedules for events and number and nature of support personnel required, such as security, ticket taker/ushers, stagehands, caterers, decorators, audio-visual companies, sound and lighting companies, special event companies, promoters, et cetra, to determine personnel, equipment, materials, and other services necessary to produce an event.
- Attends planning meetings with clients; conducts pre-convention and post-convention meetings with LRCVB Departments, clients, and their vendors; provides site visits/tours for international, national, regional, and local clients.
- Prepares setup and service specifications and building schedules for events based upon planning meetings; provides specifications and schedules to the Building Services, Maintenance, Event Setup, Security Departments, and other required personnel; prepares diagrams and layouts illustrating event requirements for events within the LRCVB by hand or utilizing a CAD software program.
- Monitors events and related activities to ensure all LRCVB policies and procedures are followed by clients, event patrons and the general public utilizing LRCVB facilities.
- Monitors security issues and ensures all security measures are in compliance with all guidelines, policies, and procedures during events; activates emergency management procedures during all emergency situations; administers basic first aid, including cardiopulmonary resuscitation (CPR) and automated external defibrillator (AED) to injured individuals; telephones emergency personnel for individuals requiring medical attention; completes appropriate paperwork.
- Reviews contracts and operational schedules to verify that the dates, times, facilities, and equipment provided are correct and that provisions have been fulfilled and to ensure compliance with safety standards and fire codes.
- Reviews and monitors files and records to ensure that all event insurance certificates, licenses and permits, including pyrotechnics and traffic control permits, required for production are obtained in compliance with applicable policies and procedures.
- Provides assistance to other LRCVB Divisions with special projects that impact the Event Operations Department; coordinates joint endeavors between the facilities and the hotels which are physically connected to ensure smooth operations of all events.
- Prepares pre-event financial estimates and completes post-event financial settlements based on contractual requirements; inputs and updates event service orders utilizing facility booking system to process the financial settlement to collect from events; submits to the Senior Director of Event Operations and/or Director of Events for invoicing purposes in compliance with applicable policies and procedures.
- Receives, investigates and resolves inquiries and complaints received from the public regarding facility operations and services in accordance with established policies and procedures; handles as appropriate or forwards complaints and other issues to appropriate personnel as required; reports findings and recommends solutions.
- Maintains database of client issues and event concerns; submits to the Senior Director of Event Operations and/or Director of Events.
- Serves as “Historian” for LRCVB events by taking photographs and capturing attendance records of various events at LRCVB facilities; maintains photograph archives for various events at LRCVB Facilities.
- Conducts building inspections and initiates maintenance requests for items that need to be repaired to ensure the safety and appropriate appearance of the facilities in compliance with policies and procedures.
- Interacts in a positive and responsive manner with clients, attendees of events, seminar speakers, and the general public.
- Operates a computer, utilizing spreadsheet and word processing software in the performance of essential job functions.
Minimum Qualifications, Additional Requirements and Supervisory Responsibilities
- Must be available to work evenings, weekends, and holidays as required.
- Must possess Standard First Aid and Community CPR/AED certification or other certifications which incorporate Standard First Aid and Infant, Child and Adult CPR, within six (6) months of employment, and maintain certifications for the duration of employment in this position.
DISCLAIMER:
This document does not create an employment contract, implied or otherwise.
Application Requirements
- Online applications only.
- Applicant’s answers to supplemental questions will be used to screen for minimum qualifications electronically.
- Please include a complete work history when completing application. Work history may impact initial salary offer amount for the successful candidate.
- List of qualified applicants will be considered active for up to six (6) months and may be used to fill future openings with same or similar minimum qualifications.
- All communication regarding application status will be sent to candidates via text message/ email address listed on account.
- You may check your NeoGov inbox to review all notices sent to the email address associated with your applications.
- Applicants may check application status for any position by logging into their account at or contacting Human Resources at (501) 371-4590 if they are having computer difficulties.
LRCVB Benefits - Full-Time Employees Health Insurance – Cigna – Cost per pay period Base Plan – Emp only: $15.16; Emp Spouse: $267.78, Emp Child(ren): $221.85; Family: $474.48.
Buy-up 1 Plan: Emp only: $47.42; Emp Spouse: $335.54, Emp Child(ren): $283.15; Family: $571.27.
Buy-up 2 Plan: Emp only: $59.05; Emp Spouse: $359.95, Emp Child(ren): $305.24; Family: $606.14.
High Deductible Plan: Emp only: $410.00; Emp Spouse: $256.97, Emp Child(ren): $212.05; Family: $459.03.
Four (4) plans to choose from: Base Plan; Buy-up 1 Plan, Buy-up 2 Plan or High Deductible
- Base Plan: $3,000 deductible (in network), $40 co-pay for PCP - $70 co-pay for specialist; Prescription co-pays: $0, $20, $40, $80 copay, $200 Rx deductible for Tier 2, 3, 4
- Buy-up 1 Plan: $2,000 deductible (in network), $30 co-pay for PCP - $60 co-pay for specialist; Prescription co-pays: $15, $45, $70, $70 copay; no additional Rx deductible.
- Buy-up 2 Plan: $1,000 deductible (in network), $25 co-pay for PCP - $50 co-pay for specialist; Prescription co-pays: $15, $45, $70, $70 copay; no additional Rx deductible.
- High Deductible Plan: $2,500 deductible (in network), Prescriptions: Tier 1 10% after deductible; Tier 2 20% after deductible; Tier 3 30% after deductible; Tier 4 $80 co-pay after deductible
- Effective 1st of the month following 30 days of regular full-time employment
Dental Insurance – Emp: $0; Emp & Spouse: $11.45; Emp & Child: $15.99; Family: $30.39 per pay period
- Delta Dental - $50 deductible except for Preventative Services
- $0 deductible for Preventative Services
- Maximum of $1,000 annual benefit per person per calendar year
- Effective 1st of the month following 30 days of regular full-time employment
Vision Insurance – Emp: $4.02; Emp & Spouse: $7.64, Emp & Child: $8.24 and Family: $11.74 per pay period
- Delta Vision - $0 deductible – co-pays and allowances; $10 co-pay for well vision exam (once every 12 months) plus $20 co-pay for materials lenses & frames or contact lens fitting & evaluation
- $150 allowance for frames (once every 24 month frames/12 month lenses)
- Or – Contact Lens - $150 allowance for contacts
- Effective 1st of the month following 30 days of regular full-time employment
Life Insurance – LRCVB pays employee premium (dependent life not offered)
- 2 times annual salary rounded to the nearest thousands of coverage to a maximum of $350,000
- Effective 1st of the month following 30 days of regular full-time employment
Accidental Death and Dismemberment – LRCVB pays employee premium
- 2 times annual salary rounded to the nearest thousands of coverage
- Effective 1st of the month following 30 days of regular full-time employment
Long Term Disability – LRCVB pays employee premium
- Effective the first day of the month following 30 days of regular full-time employment.
Pension – Automatic enrollment, effective the first day of regular full-time employment
- Defined Benefits Plan: 4.5% employee contribution/9% employer contribution
- Vested after 5 years of service; Normal retirement age is 65.
Flexible Spending Account / Health Savings Account –
- Choose from FSA (with Base, Buy-up 1 or Buyup 2 Plans), HSA (with High Deductible Plan) or Dependent Care Expenses,
- FSA – can enroll at Open Enrollment after one year of service
- HSA – can enroll during initial enrollment period or at Open Enrollment
Deferred Compensation – Arkansas Diamond Plan - employee contribution only, no employer contribution.
Voluntary Supplement Coverage – AFLAC (accident, cancer, etc.) voluntary insurance for employee, spouse and/or child(ren); MASA – Medical Transport Solutions; Simple Will – available at open enrollment only; Voluntary additional Life and AD&D available for employees and dependents with One America or Transamerica
Tuition Assistance – $1,000 per semester, up to $3,000 per calendar year, available after 6 months of employment.
Salary : $1,000 - $3,000
