What are the responsibilities and job description for the Coordinator - OC Events position at Forney ISD?
Primary Purpose
- Responsible for coordination and execution of all special events – internal and external – held at the Keith Bell Opportunity Central (the OC), as well as sales and management of paid advertising opportunities offered by Forney ISD.
- The primary purpose of this position will be to handle all aspects of special events from sales and marketing through planning and execution.
- In addition, this position will be responsible for sales and production of paid ad placements offered at The OC.
- The Special Events Coordinator will interact with FISD students, staff, advertisers, vendors and community on a continual basis and requires a high degree of personal skill, customer service orientation, and communications ability.
- Examples of demonstrative high quality service may include, but are not limited to, prompt responses to inquiries, professional and courteous verbal and non-verbal communication, high degree of knowledge in order to proactively plan, problem solve and consult regarding support needed for special events.
- The OC includes various spaces that can be used for special events, including a banquet space that seats approximately 500, a theater space that can be set up in multiple configurations to accommodate groups of 100-600 people, two outdoor patio spaces, and a multipurpose arena that can accommodate approximately 7,500 people.
- There is potential to host all types of events from corporate meetings, lecture series, fundraising events, concerts, graduations, trade shows, conferences, tournaments, and more.
Education / Certification
- High School Education
- College Degree preferred
Special Knowledge / Skills
Extensive knowledge of event planning, management and execution
Experience
Experience
- A minimum of three years experience in event management, sales and marketing.
- Experience with contracts, accounting, financial reporting, marketing, graphic design, vendor management and project management.
- Demonstrate the ability to quickly learn and apply the knowledge to a demanding environment.
- Valid Texas driver’s license and access to personal transportation required.
Responsibilities
- Event sales and bookings in coordination with the Director of Facilities Coordinate box office operations for ticketed events
- Meet with clients and district leaders to identify requirements and expectations for events Manage event bookings and communication processes
- Act as primary liaison with the client from booking through post-event debrief
- Coordinate and provide event space tours for prospective clients
- Create and manage execution of event contracts and collection of deposits
- Manage billing and receivables for all event bookings
- Ensure event rental guidelines and policies are adhered to
- Manage event set-up, tear down and follow-up processes
- Ensure appropriate on-site management during booked events
- Coordinate and oversee room changeovers
- Create and manage special event on-hand inventory listing (ie tables, chairs, tablecloths, pipe and drape, etc)
- Coordinate updates of marketing materials and web pages with event booking options, configurations, capacities, rental rates, add-ons and booking information
- Establish and maintain relationships with third-party vendors that provide necessary services or commodities
- Coordinate security, support staff, technical support, custodial, and vendors for event bookings
- Create and manage event budgets and financial reports
- Keep building tenants and staff informed of scheduled events and any special schedule considerations Identify and keep inventory of ad placement opportunities throughout The OC
- Create marketing materials that provide specifics on advertising opportunities
- Field inquiries about advertising and event rentals
- Coordinate production and installation or placement of sponsor ads
- Adhere to the district’s safety policies and procedures
- Perform other duties and projects assigned by the Strategic Partnerships Office
Environment / Working Conditions
- Ability to lift and/or carry supplies weighing no more than 40 lbs.
- Ability to frequently walk, stand, and move throughout the work environment.
WORK ENVIRONMENT:
- This position will be centrally located inside of The OC - the career, college and community center of FISD.
TEMPERAMENT:
- Must possess excellent interpersonal skills and have the ability to effectively communicate with all members of the district community.
- Able to handle multiple priorities, make sound judgments, and work in a fast-paced environment with frequent interruptions.
- Able to provide outstanding customer service to students, staff, faculty, and parents.
- Possess experience responding with sensitivity to individuals from diverse backgrounds.
- Willing to accept constructive feedback, work cooperatively in group situations, and work actively to resolve conflicts.
- Maturity and integrity when handling confidential data.
- Flexibility and capability to manage, organize, and prioritize multiple tasks.
- Ability to analyze, interpret, and solve detailed and highly technical problems across a range of hardware and software systems.
WORKING CONDITIONS:
- Mental demands/physical demands/environmental factors Maintain emotional control under stress
- Lifting, transporting and moving materials
- Work with frequent interruptions
- Must be willing and able to work hours outside of normal working hours including nights and weekends
Supervisory Responsibilities
N/A
