What are the responsibilities and job description for the Event Facility Operations Coordinator position at Port of Bellingham?
About the Port of Bellingham
The Port of Bellingham is a Washington State special purpose municipal corporation serving all of Whatcom County. It is a unique organization that makes significant contributions to the local community through leveraging its resources by directly participating in revenue-earning lines of business, as well as by capitalizing on its strategic assets through special public agency powers.
By using combined expertise in both the business and government sectors, the Port has a role in job preservation and job creation, as well as a role in the operation of transportation facilities for seaports and airports. This combination is distinct from that of either the private sector or other government entities.
Mission Statement: To promote sustainable economic development, optimize transportation gateways, and manage publicly owned land and facilities to benefit Whatcom County.
Job posting will close on Monday, March 31st. Application materials will be reviewed upon closing.
Cover letter required.
JOB SUMMARY
The Event Facility Operations Coordinator contributes to the Port’s operations through responsibility for ensuring that: the meeting/event rental facilities are opened/closed timely for our external and internal customers; the customer understands how to properly use meeting facility equipment and systems; equipment and systems are in working order and clean; customers and caterers are aware of port policies and procedures; customers and caterers leave port facilities and equipment in the condition agreed to; customers are informed of any infractions at the close of the meeting/event; maintenance work orders are issued; and a replacement equipment list is maintained. The person in this position will work independently and must be able to use independent judgment and discretion. At the same time, this is occasionally a working hands-on position that will require some equipment set-up/tear-down and cleaning. Working hours are primarily weekends and nights. Hours will fluctuate seasonally. Two concurrently scheduled days off each week. Work days are primarily Wednesday, Thursday, Friday, Saturday, and Sunday; mainly 8:00am-5:00pm. Some split shifts. Frequent late-night closings and early openings.
ESSENTIAL FUNCTIONS
1. Recommend and implement operations procedures that ensure port meeting facilities are available when needed, secured at closing, all equipment is in working order, and the customer understands how to set up/tear down, and operate equipment. Assist as needed.
2. Inspect facilities before and after meetings/events to make sure the facilities are clean. Coordinate with the Maintenance Manager to resolve cleaning related issues. Enters all maintenance and repair schedules into EMS system. Must be willing to clean facilities as back up to regular cleaning staff and contractor.
3. Inspect facilities and equipment for wear and tear. Write work orders as needed within budget parameters.
4. Inventory equipment and check condition of facilities and equipment on a regular basis. Make sure equipment and facilities are in proper order before each event.
5. Recommend and implement policies and procedures that ensure caterers and vendors conduct business in a way that preserve/enhance port assets and customer relations.
6. Provides customer service: schedule appointments to meet with clients to show Port facilities, resolves technical issues, and manage successful event set-up and tear-down.
7. Train and oversee Temporary staff on opening and closing facilities for events.
8. Work closely with the Port’s Community Outreach Manager on corporate events that affect meeting facilities and parks.
9. Performs other duties as assigned.
QUALIFICATIONS
Required:
Position is responsible for specified tasks within the department and does not supervise the work of other employees. Position may be responsible for representing the Port to the public on a regular basis.
WORK ENVIRONMENT
Never 0% 0 hrs. Seldom 1-10% 0-1 hr. Occasional 11-33% 1-3 hrs. Frequent 34-66% 3-6 hrs. Constant 67-100% 6 hrs.
Dirt
Fumes
Smoke
Water
Noise
Vibration
Grease, Oil
Contaminants: pollutants, gases, dust, odors
Very hot (above 90) or cold temperatures (below 32)
Extremely bright or inadequate lighting conditions
Confined spaces
High places
Hazardous conditions: high voltage electricity, flammable material, explosives, chemicals
Hazardous equipment: saws, machinery with moving parts, near vehicular traffic
Exposed to diseases or infections
Uneven, slippery surfaces
Never 1x/year , not monthly 1x/month , not weekly 1x/week , but not daily Daily
Work indoors (climate controlled)
Work indoors (not climate controlled)
Work outdoors exposed to all weather conditions
Work outdoors under cover
Work overtime
PHYSICAL DEMANDS
Never 0% 0 hrs. Seldom 1-10% 0-1 hr. Occasional 11-33% 1-3 hrs. Frequent 34-66% 3-6 hrs. Constant 67-100% 6 hrs.
Sit
Stand
Perform work on a ladder
Climb ladder
Twist
Bend/Stoop
Squat/kneel
Crawl
Reach
Work above shoulders
Keyboard
Wrist (flexion/extension)
Grasp (forceful)
Fine manipulation
Lift/carry/push/pull up to 10 lbs.
Lift/carry/push/pull up to 20 lbs.
Lift/carry/push/pull up to 30 lbs.
Lift/carry/push/pull up to 40 lbs.
Lift/carry/push/pull up to 50 lbs. or more
Benefits include medical & prescription plans, dental, vision, orthodontia plans, employee assistance program, flexible spending accounts, basic and additional life and AD&D insurance, long-term disability, voluntary long-term care, vacation accrual starting at 18 days off per year, Washington paid sick leave, Washington State pension plans including PERS 2 or 3, deferred compensation, 11 paid holidays, and education assistance.
At its sole discretion, the Port of Bellingham may consider combinations of education, experience, certifications, and training in lieu of specifically required qualifications contained herein.
The Port of Bellingham participates in E-Verify.
The Port provides equal employment opportunities to all employees and applicants for employment without regard to any legally protected class, including but not limited to, race, color, citizenship status, ancestry, national origin, gender, sex, sexual orientation, marital status, religion, age, disability, gender identity, genetic information, or service in the military. Equal employment opportunity governs all aspects of employment, including selection, job assignment, compensation, discipline, termination, and access to benefits and training.
The Port of Bellingham is a Washington State special purpose municipal corporation serving all of Whatcom County. It is a unique organization that makes significant contributions to the local community through leveraging its resources by directly participating in revenue-earning lines of business, as well as by capitalizing on its strategic assets through special public agency powers.
By using combined expertise in both the business and government sectors, the Port has a role in job preservation and job creation, as well as a role in the operation of transportation facilities for seaports and airports. This combination is distinct from that of either the private sector or other government entities.
Mission Statement: To promote sustainable economic development, optimize transportation gateways, and manage publicly owned land and facilities to benefit Whatcom County.
Job posting will close on Monday, March 31st. Application materials will be reviewed upon closing.
Cover letter required.
JOB SUMMARY
The Event Facility Operations Coordinator contributes to the Port’s operations through responsibility for ensuring that: the meeting/event rental facilities are opened/closed timely for our external and internal customers; the customer understands how to properly use meeting facility equipment and systems; equipment and systems are in working order and clean; customers and caterers are aware of port policies and procedures; customers and caterers leave port facilities and equipment in the condition agreed to; customers are informed of any infractions at the close of the meeting/event; maintenance work orders are issued; and a replacement equipment list is maintained. The person in this position will work independently and must be able to use independent judgment and discretion. At the same time, this is occasionally a working hands-on position that will require some equipment set-up/tear-down and cleaning. Working hours are primarily weekends and nights. Hours will fluctuate seasonally. Two concurrently scheduled days off each week. Work days are primarily Wednesday, Thursday, Friday, Saturday, and Sunday; mainly 8:00am-5:00pm. Some split shifts. Frequent late-night closings and early openings.
ESSENTIAL FUNCTIONS
1. Recommend and implement operations procedures that ensure port meeting facilities are available when needed, secured at closing, all equipment is in working order, and the customer understands how to set up/tear down, and operate equipment. Assist as needed.
2. Inspect facilities before and after meetings/events to make sure the facilities are clean. Coordinate with the Maintenance Manager to resolve cleaning related issues. Enters all maintenance and repair schedules into EMS system. Must be willing to clean facilities as back up to regular cleaning staff and contractor.
3. Inspect facilities and equipment for wear and tear. Write work orders as needed within budget parameters.
4. Inventory equipment and check condition of facilities and equipment on a regular basis. Make sure equipment and facilities are in proper order before each event.
5. Recommend and implement policies and procedures that ensure caterers and vendors conduct business in a way that preserve/enhance port assets and customer relations.
6. Provides customer service: schedule appointments to meet with clients to show Port facilities, resolves technical issues, and manage successful event set-up and tear-down.
7. Train and oversee Temporary staff on opening and closing facilities for events.
8. Work closely with the Port’s Community Outreach Manager on corporate events that affect meeting facilities and parks.
9. Performs other duties as assigned.
QUALIFICATIONS
Required:
- Three (3) years of experience within the hospitality/convention/meetings industry, with a preference for at least one (1) year experience dealing with strong willed clients in settings that involve alcohol consumption.
- High School diploma or GED
- Associate’s Degree preferred. Equivalent experience and education may be considered.
- Valid Washington State driver’s license is required.
- Must be able to obtain CPR/First Aid certification after hire.
- Must be mechanically, technically inclined.
- Ability to proactively identify pending facility and equipment problems and get them resolved.
- Sincere concern for preservation of Port assets.
- Ability to command control of complex social events while maintaining good customer relations. Reasonably high tolerance for people with varying personal agendas and behaviors.
- Willingness to pitch in and do whatever it takes prepare for the next event.
Position is responsible for specified tasks within the department and does not supervise the work of other employees. Position may be responsible for representing the Port to the public on a regular basis.
WORK ENVIRONMENT
Never 0% 0 hrs. Seldom 1-10% 0-1 hr. Occasional 11-33% 1-3 hrs. Frequent 34-66% 3-6 hrs. Constant 67-100% 6 hrs.
Dirt
Fumes
Smoke
Water
Noise
Vibration
Grease, Oil
Contaminants: pollutants, gases, dust, odors
Very hot (above 90) or cold temperatures (below 32)
Extremely bright or inadequate lighting conditions
Confined spaces
High places
Hazardous conditions: high voltage electricity, flammable material, explosives, chemicals
Hazardous equipment: saws, machinery with moving parts, near vehicular traffic
Exposed to diseases or infections
Uneven, slippery surfaces
Never 1x/year , not monthly 1x/month , not weekly 1x/week , but not daily Daily
Work indoors (climate controlled)
Work indoors (not climate controlled)
Work outdoors exposed to all weather conditions
Work outdoors under cover
Work overtime
PHYSICAL DEMANDS
Never 0% 0 hrs. Seldom 1-10% 0-1 hr. Occasional 11-33% 1-3 hrs. Frequent 34-66% 3-6 hrs. Constant 67-100% 6 hrs.
Sit
Stand
Perform work on a ladder
Climb ladder
Twist
Bend/Stoop
Squat/kneel
Crawl
Reach
Work above shoulders
Keyboard
Wrist (flexion/extension)
Grasp (forceful)
Fine manipulation
Lift/carry/push/pull up to 10 lbs.
Lift/carry/push/pull up to 20 lbs.
Lift/carry/push/pull up to 30 lbs.
Lift/carry/push/pull up to 40 lbs.
Lift/carry/push/pull up to 50 lbs. or more
Benefits include medical & prescription plans, dental, vision, orthodontia plans, employee assistance program, flexible spending accounts, basic and additional life and AD&D insurance, long-term disability, voluntary long-term care, vacation accrual starting at 18 days off per year, Washington paid sick leave, Washington State pension plans including PERS 2 or 3, deferred compensation, 11 paid holidays, and education assistance.
At its sole discretion, the Port of Bellingham may consider combinations of education, experience, certifications, and training in lieu of specifically required qualifications contained herein.
The Port of Bellingham participates in E-Verify.
The Port provides equal employment opportunities to all employees and applicants for employment without regard to any legally protected class, including but not limited to, race, color, citizenship status, ancestry, national origin, gender, sex, sexual orientation, marital status, religion, age, disability, gender identity, genetic information, or service in the military. Equal employment opportunity governs all aspects of employment, including selection, job assignment, compensation, discipline, termination, and access to benefits and training.
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