Springfield Park District

Event Representative-Erin’s Pavilion

Department: Erin’s Pavilion

Position Title: Event Representative

Reporting Authority: Position reports to General Manager of facility

Classification: Part Time/Hourly

Salary: $14.00/hour

Position Summary:

This position will be filled by a number of individuals to accommodate night and weekend rentals that occur outside of business hours of operation. The event representatives arrive on site to manage weddings, large and small social rentals and corporate dinners and fundraisers to name a few. They are equipped with a set of notes and directions specific to each event to ensure the events run smoothly and work in conjunction with our maintenance staff to make sure the facility is left clean and the following days’ events are set up according to a schematic diagram. Event representatives are also required to accept payments from weekend visitors and be knowledgeable about the park, programs, rental pricing, and policies and to direct renters to our brochures and information cards.

Specific Responsibilities:

• Responsible for learning and understanding the use and programming of Erin’s Pavilion and park features for permitting and other district wide parks and services, district contacts and related information of the organization and services it provides.
• Responsible for greeting the public in a courteous manner as they enter the facility, provide information per requests or directing to other staff/departments.
• Responsible for answering the phone in a courteous and prompt manner, provide information per requests, transfer to appropriate personnel/voicemail.
• Responsible for keeping workstation and main entry/front desk clean and tidy.
• Responsible for maintaining an exceptional rapport with customers both on the phone and in person by displaying outstanding customer service in a friendly, outgoing, professional & respectful manner at all times.
• Complete set-up for the following business day in cooperation with maintenance team members and fellow Event Representatives in accordance with standards and expectations.
  • This task requires precise execution following the diagram provided and includes physical labor. Repeated stacking/unstacking of chairs, sliding tables into place, placing linens on our tables (right side up and centered), verify that event(s) are properly set up and the building is clean, trash is removed, and facility is locked up tight and properly armed. Staff must remain clocked in until the reset/clean-up is completed.
  • Verify all program rooms are left clean and tidy.
• Must possess working knowledge of Audio-Visual system and be able to assist renters with their specific presentations according to event notes.
• Must be able to perform opening and closing duties of the facility and ensure it is secure when required to open or close for events.
• Responsible for working with renters and vendors to make sure events run smoothly according to event timeline and in accordance with policies outlined in our rental contracts.
• Ensure renters do not damage the building, violate policies, or impart damage during their event. (i.e., Fire Code, Alcohol & Décor policies)
• Responsible for adjusting lighting and temperature, controlling automated shades per renters’ requests.
• Responsible for assisting maintenance in stocking restrooms during events and to restock for the next business day.
• Responsible for learning how to drive trams as required/rented for photography in the park and posting all appropriate signage where required.
• Serve as a liaison to the caterer and ensure the caterer is adhering to our clean up policies.
• Perform all other tasks as assigned by the General Manager.

Required Knowledge, Skills, and Abilities:

• Light lifting is required to successfully fill this position.
• Outstanding customer service skills in dealing with the public.
• Flexible night and weekend availability is required to fill this position.

General Requirements:

• Must be able to read and write and have good command of the English language.
• Good oral and written communication.
• Physical capabilities – lifts 50 pounds, squat, bend and move as necessary for the job.
• Must be able to perform basic mathematics.
• Must have basic proficiency of Microsoft Excel and Word.
• Must possess a valid Illinois Driver’s License.
• Must possess professional phone skills and work well with the public.
• Must present a neat and professional appearance.
• Responsible for following policies and procedures outlined in Springfield Park District employee manual.
• Must live in Sangamon County, in the State of Illinois or must be willing to move to Sangamon County in the State of Illinois within the first 6 months of acceptance of a position with the Springfield Park District.

The Springfield Park District is committed to the provisions of Equal Employment Opportunities and Affirmative Action to its applicants regardless of race, color, religion, ancestry, age sex, marital or veterans’ status, national origin, disability, or any other legally protected status.

March 2024