What are the responsibilities and job description for the Event Coordinator position at The Grand Rapids Downtown Market?
JOB TITLE: Event Coordinator
DEPARTMENT: Private Events
CLASSIFICATION: Exempt
STATUS: Full-time
SUMMARY
Under the direction of the Private Events Manager, the Event Coordinator is responsible for managing the details and onsite coordination for all private events at the Downtown Market, while providing excellent customer service to all clients. The Event Coordinator will contribute to generating leads and sales of private event spaces.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following, other duties may be assigned
Manages onsite event coordination for all confirmed private events.
Coordinates logistics pre, post, and during event.
Act as liaison between event staff and facilities staff as it relates to event execution.
Create detailed event notes and post-event evaluations.
Client communications, both written and verbal, leading up to and during events.
Ensure effective planning and communications between appropriate Market departments.
Liaison between client and other event vendors.
Responsible for upholding policies and procedures in the facility during events.
Assistance and onsite coordination of Market hosted events on an as-needed basis.
Organize and file all relevant client information.
Event calendar management.
Provide general administrative support.
Update promotional materials as needed.
Maintain and update all physical and virtual client and event files.
Establish and manage the client base to ensure that sales expectations are met or exceeded.
Assist in execution of approved strategies and promotions to increase event rental sales.
Source new contacts, leads, and sales through client referrals, cold calling, and site visits.
Establish and maintain positive customer relationships.
Oversee client related correspondence and conduct follow ups in a timely manner.
Develop and maintain relationships with key clients in order to produce additional business.
REQUIRED SKILLS AND ABILITIES
Driven, high-energy, self-starter; prefers working in a fast-paced and high-growth environment.
Understanding of planning, logistics and execution of an event.
Strong time management skills, as well as the ability to multitask and prioritize work in a fast-paced, high-volume environment.
Able to work effectively within a team while maintaining a positive, constructive attitude when issues arise.
Strong customer service skills; actively listens; clearly and effectively conveys information.
Ability to use logic and reasoning to identify strengths and weaknesses while working through various problems and solutions.
Ability to remain calm under pressure and troubleshoot with quick decisions; adapts to shifts in priorities and urgencies.
Attention to detail and problem solving skills.
Excellent written and verbal communication skills.
Ability to build rapport with clients; learns and adapts quickly to a changing environment, including different client personalities and needs.
Excellent communication, sales, and negotiation skills.
Ability to work weekend and evening hours.
EDUCATION and/or EXPERIENCE
Associate Degree in Business, Hospitality or related field required. Bachelor Degree preferred.
2 years experience in events, sales, or hospitality driven field.
WORK ENVIRONMENT
Team members will work in a fast paced office environment requiring frequent collaboration across departments
Team members will work both inside and outside areas of the market, where the noise level and temperature may change
Team members may be exposed to inclement weather; pollen, mold, dust, dirt, grease, and other airborne contaminants; and temperature variations
PHYSICAL DEMANDS
Team members will perform frequent computer-related activities and must have the ability to sit and stand for extended periods of time
Team members must occasionally lift and/or move up to 30 pounds
While performing the duties of this job, team members are regularly required to stand, walk, use hands, and bend to precisely manipulate tools and equipment
Ability to climb ladders
Ability to stand and walk for prolonged periods of time
Ability to tolerate exposure to extreme hot and cold outdoor temperatures
Must have sufficient mobility with or without assistive devices to access all outdoor and indoor areas of the market
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