What are the responsibilities and job description for the Community Center Event Coordinator position at City of Plymouth, MN?
Description
At the City of Plymouth, we all work together to add quality to life. This mission and our guiding values – CIVIC: customer focus, integrity, visionary, inclusion and connection – shape our work as we advance the City Council’s strategic priority to be a city of choice. We are seeking candidates who are eager to adopt and champion our mission and values.
TheEvent Coordinator will support facility rental and catering process of the event wing at the Plymouth Community Center while providing top level hospitality and customer service. Hours are typically Tuesday - Saturday 9:00 am - 5:30 pm. Staff may be required to work additional events which would include nights and holidays.
Essential Functions
Provide exceptional customer service to all customers of the Plymouth Community Center and City of Plymouth.
- Interact with others in a manner that is professional and inspires open communication.
- Foster a respectful workplace culture and champions diversity, equity and inclusion.
- Demonstrate a full understanding of - and respect for - the diversity of the community, co-workers, and supervisors, including individuals with disabilities or individuals whose first language may not be English.
- Resolve customer concerns and recommend solutions.
- Participate in citywide training designed to strengthen competencies in areas such as collaboration, communication, leadership, decision-making and problem solving.
Manage all coordination and scheduling of the Plymouth Community Center (PCC) event wings spaces and associated amenities including: the ballroom, meeting rooms, the black box, green rooms, and the Millennium Garden.
- Process facility rental reservations in-person, over the phone and via email requests, including scheduling and providing tours.
- Maintain and communicate rental policies and procedures to internal and external customers.
- Develop and communicate room schedules to maximize facility usage.
- Coordinate detailed set-up instruction and staff/maintenance needs to building staff, the caterer and other appropriate parties.
- Meet with customers for event walk-throughs, provide and obtain rental details, work with contracts, invoices and receipt payments.
- Administer the catering program including collecting fees, licenses and insurance. Act as liaison between catering services and rental groups to ensure quality events.
- Provide day-of event support, including preparing documents for building staff use, conducting check-ins, providing AV assistance and delivering ongoing customer service and support.
- Develop marketing and public relations initiatives to promote rentals and facility usage through press releases, advertising, cable television, the city newsletter and other media vehicles.
- Coordinate, implement and track event/rental survey data and recommend improvements and changes as appropriate.
- Develop opportunities to expand use of the facility in partnership with the Hello! Plymouth, the city’s destination marketing organization.
Support the hiring, onboarding, training, scheduling, and direction of seasonal/temporary staff.
- Recruit, schedule, train and supervise seasonal/temporary staff.
- Ensure that preparations for scheduled activities and events have been carried out.
- Direct the development and implementation of policies, procedures and systems that will assure excellent customer service.
- Provide feedback through formal and informal performance improvement.
Assist with general day-to-day operations of the facility including service/reception desk, building rentals, problem solving and customer service.
- Write daily work reports, maintain work records, balance cash drawers and perform other administrative functions.
- Perform in accordance with appropriate safety & security procedures.
- Assist with coordination, planning and execution of special events and programs as needed.
- Work with city and facility specific software.
- Assist with rental setups.
Act as Manager on Duty (MOD) as assigned.
Perform other duties and special projects as assigned.
Qualifications
Minimum Qualifications
- Associate’s degree in event management, hospitality, parks and recreation, or related field. May substitute equivalent experience.
- Two years of previous related experience, preferably in facility or banquet coordination, customer service, event planning, hospitality or catering.
- Demonstrated conduct/performance that supports and advances the City of Plymouth's mission and guiding values, as well as the city council's strategic priorities.
- Excellent planning, organization, and implementation skills.
- Proficiency in Microsoft Office software programs.
- Valid driver’s license.
- Ability to work nights and weekends.
Desired Qualifications
- Bachelor’s degree in event management, hospitality, parks and recreation or related field.
- One year experience supervising or providing work direction to temporary/seasonal staff.
- Experience working with RecTrac software, AllSeated, or other banquet facility software.
- Experience working with basic audio-visual equipment for rental spaces.
Supplemental Information
PHYSICAL REQUIREMENTS
The employee must be able to lift and carry items weighing 0 – 50 pounds from 0 – 5 feet. Items lifted include tables, chairs and miscellaneous equipment.
