Overture Job Values ______________________________________________________________

Overture Center for the Arts is committed to engaging the community in the arts and provides extraordinary experiences for everyone who shares in this remarkable community asset. Every member of the Overture team will maintain the highest standards of quality and customer service in every action, performing in an environment of proactive team effort, outstanding customer service, active brand advancement and passion for mission fulfillment
Job Summary­­­­­­____________________________________________________________________The Event Services Coordinator is responsible for tracking, planning, organizing, and coordinating of services and activities for non-theatrical events held at Overture Center. This position represents the organization and will deliver high level customer service to a diverse clientele. The Event Services Coordinator is responsible for reviewing special event proposals, making recommendations, and overseeing events from inception to post-event follow-up.

Roles & Responsibilities_____________________________________________________________

• Respond to event inquiries and proposals submitted for the rental of space for non-theatrical events. Conduct tours of the facility, provide space availability information, and explain policies and procedures around event spaces.
• Prepare preliminary event assessments to determine costs, feasibility, compatibility, and outlines service expectations and impacts on other departments. Prepare event estimates and rental contracts. Collect deposits and assist with preparation of invoices and billings. Review event orders for accuracy and makes changes as necessary. Reconciles and posts payments as needed.
• Promote Overture’s unique features, technical capabilities, and offerings to create distinctive events.
• Utilize event management system to manage building’s calendar, reserve space, and generate reports. Create plans, works orders, catering orders, contracts, and invoices. Review and monitor event details, communicate changes to appropriate staff including catering, maintenance, security, guest services, and technical staff.
• Assist internal and external event organizers to develop event plans including room set-up, event timeline, and equipment needs. Provide information and referrals for commercial resources as well as internal services such as in-house catering and technical capabilities. Arrange meetings with staff, customers, and service providers as needed.
• Coordinate with building maintenance, technicians, security, catering, and on-site event staff. Compile and distribute event plans, service orders, CAD diagrams, and related event
• Oversee events ensuring requested services are provided and adhere to Overture Center policies and regulations.
• Represent Overture Center Event Services team at trade shows. Promote rentals such as weddings, corporate, and group sales receptions.
• Embraces and participates in the advancement of the JEDI (justice, equity, diversity, and inclusion) mission and vision of the organization.
• Perform all other tasks as assigned.

To successfully perform this job, the individual must be able to perform each essential job function satisfactorily. Reasonable accommodation will be made to enable individuals with disabilities to perform the essential functions.

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Qualifications____________________________________________________________________The requirements listed below are representative of the knowledge, skill, and/or ability required.

Education & Experience:

• High school diploma or equivalent required. Associate degree preferred.
• 1-3 years’ event planning experience.

Knowledge, Skills, & Abilities:

• Ability to professionally address customers, identify customer needs, provide accurate and timely information, and manage challenging situations under stress in a dynamic environment.
• Ability to multitask while coordinating multiple projects/events.
• Working knowledge of MS Office Suite, CAD, and database management. Experience in using Venue OPs software or other similar software, and DraftSight preferred.
• Ability to maintain and track financial records and prepare invoices and post payments.
• Ability to effectively communicate both verbally and in writing.
• Ability to work a flexible schedule including evenings, weekends, and occasional holidays.

Working Conditions­­­­_______________________________________________________________

The requirements and conditions described below are representative of the general environment the employee is exposed to on a day-to-day basis while performing this job.

• Primarily perform work in an office environment
• Frequently move around the building and access or use computers, office equipment, telephone, and any other pertinent supplies, space, or equipment used to perform the duties of the position.
• Ability to sit or stand for up to 8 hours per day.
• Must be able to operate a computer and telephone.
• Ability to lift up to 20 pounds and climb stairs.
• Hours may include weekend or evening hours.

Disclaimer

The above statements are intended to describe the general nature and level of work being performed by people assigned to this job classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.