Event Coordinator

LANSING ENTERTAINMENT AND PUBLIC FACILITIES AUTHORITY

POSITION TITLE: Event Coordinator

DEPARTMENT/SECTION: Sales and Services

POSITION REPORTS DIRECTLY TO: Event Logistics Manager

LOCATION: Lansing Center

POSITION SUPERVISES: N/A

STATUS: Full-time, Exempt

COMPENSATION: Salary

JOB SUMMARY:

The Event Coordinator is responsible for the coordination and oversite of daily event activities of the Sales & Services Department. The Event Coordinator shall ensure that the event activities and services of all LEPFA sponsored, managed/produced events and properties are provided/coordinated in an efficient, effective, and timely manner.

The Event Coordinator will assist with the planning, organizing, controlling, and monitoring of LEPFA events in order to provide a superior, quality experience and service to the customers, guests and/or vendors of LEPFA sponsored, managed/produced events and properties.

ESSENTIAL ROLES & RESPONSIBILITIES:

1. Responsible for conducting event planning tours to orient customers, demonstrate building capabilities, and provide event planning information.

2. Responsible for conducting pre-con and follow-up meetings/communication with customers, LEPFA staff and external service providers to acquire the necessary event information for creating accurate and detailed banquet event work orders (BEOs) and floor plans in accordance with established policies, procedures, codes and ordinances

3. Responsible for receiving, reviewing, approving, routing and communicating customer event floor plans and logistics for City of
Lansing Fire Marshal approval, while adhering to LEPFA, OSHA, state and local fire and safety codes/guidelines.

4. Participate and assist in maintaining communication channels with all LEPFA departments and outside organizations as applicable.

5. Responsible for developing, maintaining, coordinating and acting as a liaison with outside organizations, vendors, city departments, private firms, customers and service providers; including security services, police, fire, medical, and traffic/parking personnel.

6. Monitor work activities of event-related contractual vendor services; ensuring accuracy of contract billings.

7. Direct the work activities of Facility, Maintenance, Technical Service and Event Staff employees as required to meet customer and event needs.

8. Responsible for preparing, reviewing and providing prompt and accurate billing information to LEPFA’s Finance Department to ensure timely and appropriate financial recording, and customer invoicing while adhering to applicable policies and procedures.

9. Conduct timely post-con meetings with customers, LEPFA staff, and external contractual and/or service providers to review and document event details.

10. Maintain event planning and operational files and records to ensure that event planning staff, equipment, and supplies are accurately maintained, following LEPFA standards and procedures.

11. Responsible for developing and maintaining accurate and detailed records, log, notes and reports for events and/or facilities. And associated work orders (BEOs) to ensure clients receive requested services within specified timeframes.

12. Assists in anticipating and appropriately resolving issues to ensure customer satisfaction and a positive experience.

13. Serve as Manager on Duty (MOD) as required.

14. Provides a safe environment free of harassment for employees and ensure compliance with all LEPFA policies, applicable OSHA standards and local, state, and federal laws including the Americans with Disabilities Act of 1990

15. Keep abreast of innovations, improvements in procedures, and developments in industry related associations and trade shows, seeking improved methods for quality service to our customers, improved efficiency, personnel performance, and reduced costs.

16. Knowledge of organizational and departmental policies, safety rules, health codes, fire regulations and procedures as well as the same for the Sales & Services Department.

17. Participate in and provide support services for special events sponsored by LEPFA.

18. Assists with inspections to review facility, equipment, personnel, cleanliness, safety, general activity and share findings and observations with the Director of Event Services & Programming to assist in maintaining a superior level of facility function and quality service.

19. Position requires irregular schedules, including evenings, weekends and holidays. The performance of work assignments may not be directly related to job specifications. Adjustments of shifts, breaks, etc., may be required upon short notice.

20. Attendance and/or travel may be required for job related meetings held off site.

21. Responsible for accurate and timely communication and maintaining coordination channels during functions.

22. Develop and maintain accurate records, logs and reports for the event staff operation.

23. Participates in LEPFA committees and meetings emphasizing leadership, team management, high morale and quality service as assigned.

24. Responsible for assisting in training in Delphi, Meeting Matrix software as assigned.

25. Knowledge of LEPFA collective bargaining agreements, departmental and administrative policies, procedures, rules, safety rules, fire regulations, electrical code, procedures and programs.

26. Perform other duties as assigned

MARGINAL ROLES & RESPONSIBILITIES:

1. Research and stay abreast of event and industry trends.
2. Familiar with the Greater Lansing Region for improved service.
3. Participate in industry related associations and trade shows.

QUALIFICATIONS & REQUIREMENTS:
The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions:

1. Education & Experience:

• Graduation from an accredited two-year college or university with a degree in business, hospitality or related field.

• Event Planning experience in facilities, event planning or event coordination industry may be substituted at the rate of two (2) years experience for each year of college.

• Experience in event planning/management, or combination of equivalent experience derived from a convention center, stadium or other public assembly facility.

2. Skills:

• Team Cooperation

• Professional positive attitude and demeanor

• Ability to positively interact with others

• Ability to project a positive public image

• Ability to work independently

• Consistent and timely attendance

• Excellent interpersonal skills

• Clear and organized work habits

• Effective verbal, listening and written communication skills in the English Language

• Able to establish goals and meet deadlines

• Ability to follow supervisory guidance and direction

• Ability to be flexible

• Attention to accuracy and detail

• Decision making skills

• Enthusiastic advocate of LEPFA

• Ability to utilize and operate handheld radios in conjunction FCC rules and regulations

• Ability to adhere to safety practices and procedures

• Demonstrates knowledge of event development, management and coordination skills

• Computer skills, including knowledge of all Office Suite programs

• Demonstrates a thorough knowledge of Delphi and Meeting Matrix

• Ability to collect, communicate and maintain accurate event related data

• Ability to create and maintain departmental files/records following LEPFA’s organizational standards and procedures

• Knowledge of event related services and equipment inventory, and detailed tracking of the same

• Ability to execute appropriate and timely purchasing/billing procedures accurately

3. Psychological/Mental/Physical Requirements:

• Use of hands to perform required job duties

• Ability to adjust/focus vision

• Ability to perform under pressure

• Ability to handle multiple tasks simultaneously

• Ability to handle difficult people professionally and tactfully

• Ability to speak clearly and professionally

• Ability to listen carefully

• Ability to project a cheerful presence, regardless of possible internal and external pressures

• Ability to communicate, understand and carry out directions and instructions

• Ability to focus on a computer monitor for extended periods of time

• Ability operate a keyboard

• Ability to maintain confidentiality

• Ability to lift 25 pounds with frequent lifting and/or carrying of object weighing up to 20 pounds.

• Frequent standing and walking for extended periods of time

• Occasional driving requires valid Michigan Operator’s License to perform job related tasks

• Frequent bending, kneeling, twisting, and reaching

• Frequent squatting and climbing

3

• Work in a busy environment, with multiple people, noises, smells, and distractions

• Ability to climb stairs

• Ability to work in confined spaces

• Ability to sit for extended periods of time

• Ability to withstand heights

• Ability to sit for extended periods of time

• Demonstrates integrity, honesty and trust

• Professionally attired

• Ability to be resourceful and efficient

4. Environmental Requirements:

• Ability to withstand performance of job functions in inclement and adverse weather conditions.

• Exposure to oil, greases, solvents and other chemicals that may be hazardous.

• Exposure to cold, ice, snow, heat, rain, dust, noise, fumes, chemicals, food allergens, outdoor and environmental allergens.

• Ability to perform duties in an outdoor, golf course setting.

This job description should not be interpreted as all inclusive. It is intended to identify the major responsibilities and requirements of the job. The incumbents may be requested to perform job-related responsibilities, special projects, duties and tasks other than those stated in this job description.

Job Type: Full-time

Pay: $40,000.00 - $45,000.00 per year

Benefits:

• Dental insurance
• Employee assistance program
• Employee discount
• Flexible schedule
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Referral program
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 10 hour shift
• 12 hour shift
• 8 hour shift
• Day shift
• Holidays
• Monday to Friday
• Night shift
• Weekends as needed

Work Location: In person

Salary : $40,000 - $45,000