Events & Hospitality Logistics Coordinator

Description

Department: Events Management / Operations  

Job Status: Full-time  

FLSA Status: Exempt  

Reports To: Director of Events and Hospitality

Work Schedule: Days, nights, weekends, some holidays  

Amount of Travel Required:  Minimal

Positions Supervised: Seasonal workers 

POSITION SUMMARY

The Events and Hospitality Logistics Coordinator assists the Director of Events and Hospitality in all aspects of operating the Events Department at the College, including:

The Events and Hospitality Logistics Coordinator serves as the primary point of contact for the scheduling, planning, organization, and management of events that take place on the Benedictine College campus. Functions as the main college representative to internal and external groups who utilize any college facility for an event.  Supports the Event Management Committee to ensure college facilities are properly set up and equipped for each event, the event is staffed accordingly, and monitors the logistics of these events.

The Events and Hospitality Logistics Coordinator must have a love for special events, provide outstanding customer service, be an enthusiastic professional, and be able to build relationships with internal and external customers. Must have excellent communication skills, attention to aesthetic detail, understanding of Benedictine hospitality, be able to multitask, think creatively, think on their feet, and troubleshoot problems.

The Events and Hospitality Logistics Coordinator must have the ability to visualize an event from start to finish including the steps that need to be taken to successfully accomplish the event. Must be able to anticipate event needs, discern work priorities, and meet deadlines with little supervision. Responsible for coordinating the requests of internal and external groups utilizing College facilities including being physically present on campus before, during, and after events.

Requirements

 ESSENTIAL FUNCTIONS

1. Event Planning

• Complete Event Request Forms submitted by internal and external groups
• Manage all campus events in EMS, our facility usage management system
• Manage the Event Department SharePoint site, including training of users
• Update campus master calendar and posted room usage schedules
• Coordinate appointments to tour campus facilities for event related purposes
• Provide assistance and information to faculty, staff, student, and outside groups regarding facility use
• Maintain contact with clients via telephone, e-mail, written correspondence, and personal meetings
• Represent the college in a public relations / liaison capacity on matters relating to events and at departmental meetings
• Recommend to Event Management Committee approval or denial of facility usage for specific events when appropriate
• Manage usage agreement negotiations for external groups
• Aggressively gather information on each event to achieve quality results 

2. Event Set-up

• Create and revise room layouts for each event as needed
• Coordinate usage of audio-visual equipment and other IT requests with A/V and IT support personnel
• Create room assignments and maintain accurate occupancy records for event groups
• Organize, distribute, collect, and secure all building keys and access cards as needed
• Inspect event spaces and meeting areas used by guests before and after each usage to confirm spaces are ready and properly equipped to host events.
• Coordinate physical maintenance of event spaces as required  
• Finalize event requirements including table arrangements and number and nature of support personnel needed such as housekeepers, security guards, food service personnel, etc.

3. Event Management / Follow-up

• Conduct efficient registration processes for each event group 
• Enforce applicable college regulations and policies 
• Make or arrange for last-minute adjustments in room setup, equipment requests, and personnel needs
• Attend events to facilitate logistics and respond to last minute requests, emergencies, problems, etc.
• Ensure all aspects of events are implemented and controlled according to plans
• Manage on-site production and clean up for events
• Ensure facilities are returned to their original condition
• Perform surveys to evaluate customer satisfaction

4. Conferencing

• Provide hotel level service for overnight guests (i.e. stocking toiletries and replacing bedding/flipping rooms) and serve as concierge 
• Supervise seasonal summer conference workers (up to 4 Student Summer Leaders and up to 20 Summer Workers)
• Create housing assignments and maintain accurate occupancy records for event groups
• Prepare nametags, materials, notebooks, packages, gift bags, registration lists, seating cards, etc. 
• Organize, distribute, collect, and secure all residence hall room keys  Inspect residence halls and other meeting areas used by guests before and after each usage 

5. Billing / Budget Management

• Coordinate with the Business Office to invoice groups and complete checkout and payment procedures upon their departure 
• Assess losses and damage charges after each visit
• Oversee department budget to ensure goals are met 

6. Administrative Tasks

• Develop and maintain comprehensive standard operating procedures / checklists to streamline event management and simplify planning and coordination of events
• Chair the weekly Event Management Committee meetings including agenda and minutes preparation
• Propose new ideas to improve the event planning and implementation process 
• Hire, train, and supervise staff of student and seasonal employees
• Maintain inventory of department equipment
• Other duties as assigned

POSITION QUALIFICATIONS

Competency Statements

• Accountability - Accountability looks at the extent to which an individual is willing to accept responsibility.
• Accurate - Accuracy looks at the extent to which an individual’s work is correct and error free within company policies and guidelines
• Customer Oriented - Customer orientation implies a desire to serve both external and internal clients by focusing effort on meeting the client’s needs, understanding their concerns, and seeking to build trust.
• Detail Oriented - Detail orientation looks at the ability of the individual to pay meticulous attention to all aspects of a situation or task, no matter how small or seemingly unimportant. This competency asks the question “How well do you?”
• Organized - Organizational skills looks at the ability of the individual to be structured and methodical in working skills.  This competency asks the question “Is your working style neat and disciplined?” 
• Time Management - Time management skills looks at the ability of the individual to effectively utilize available time for the completion of necessary job tasks.
• Working Under Pressure - Working under pressure looks at the ability of the individual to maintain composure when exposed to stress.

Education

College degree preferred, with an emphasis in public relations, marketing, management, or event coordination.  High school diploma required.

Computer Skills

Must be proficient using the computer including Microsoft Office and possess the aptitude to learn new computer software programs.

PHYSICAL DEMANDS

Physical Abilities 

Stand F 

Walk F 

Sit F 

Handling / Fingering F 

Reach Outward O 

Reach Above Shoulder O

Climb O

Crawl O

Squat or Kneel O

Bend O

Push / Pull

12 lbs or less F

13-25 lbs O

26-40 lbs O

41-100 lbs O

Lift /Carry

10 lbs or less F

11-20 lbs F

21-50 lbs O

51-100 lbs N

Over 100 lbs N

N (Not Applicable) Activity is not applicable to this occupation. 

O (Occasionally) Occupation requires this activity up to 33% of the time (0 - 2.5 hrs/day)

F (Frequently) Occupation requires this activity from 33% - 66% of the time (2.5 - 5.5 hrs/day)

C (Constantly) Occupation requires this activity more than 66% of the time (5.5 hrs/day)

EOE