Event Services Coordinator

JOB DESCRIPTION: Event Services Coordinator I

DEPARTMENT: Event Services

LOCATION/MARKET: Cleveland, OH

FLSA: Non-Exempt/Hourly

SUMMARY: The Event Services Coordinator I (ESC-I) is an entry level position. Primary responsibilities include obtaining and coordinating the information required to provide temporary utility services for trade shows, conventions, productions and special events. May manage small ballroom productions and trade shows under 50 booths. This position requires working in the office or on show site. This position is customer facing and is not a hybrid or remote position.

The Cleveland branch office is situated in the new Huntington Convention Center of Cleveland, where Edlen has served as the exclusive utility provider since 2013.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

1. Provide exceptional, forward-facing customer service to all internal and external customers, including exhibitors, colleagues and facility personnel.

2. Create and maintain event files, both via TEAMS and hard copies.

3. Create order forms and exhibitor kit flyers and save in the appropriate File Explorer/TEAMS files.

4. When requested, update event hours in Edlen’s company event management program (EMP).

5. Once obtained, import current and up-to-date exhibitors lists into EMP; enter individual exhibitor information and update as necessary.

6. Enter and process exhibitor utility orders received via email and through on-line ordering.

7. Through knowledge of Momentus. HCCC proprietary online ordering system

8. Schedule and run the following reports with the following frequencies:

a. Orders Report – Daily.

b. Floor Plan Attachments Report – Weekly.

9. Review and request additional information from exhibitors to meet their electrical needs prior to arrival onsite using Momentus and/or email, updating order issues appropriately.

10. Mark utility orders to the floor plan and update when necessary.

11. Create exhibitor work orders once all information is received.

12. Provide customer service onsite at exhibitor service desk to ensure successful installation and tear-out.

13. While onsite, process new and revised orders and create work orders.

14. Onsite distribution of “no order” on file notices and final invoices.

15. Prepare exhibitor booth check (utilization audit) for electricians; enter audit details upon receipt for collection.

16. Enter all completed exhibitor work orders at show site.

17. Make any necessary corrections following event audits, as needed.

18. Upon completion of the event, scan work orders and any other onsite paperwork into the appropriate event file in File Explorer/TEAMS.

19. Maintain awareness of safety and risk management compliance, proactively addressing hazards and promptly reporting any irregularities to management (SESM/DES/AGM/GM).

20. Other duties as assigned.

Qualifications Overview

To successfully perform this role, the candidate must demonstrate competence in each essential responsibility. The requirements outlined below reflect the necessary knowledge, skills, and abilities. Reasonable accommodations will be considered for individuals with disabilities.

Education & Industry Experience

High school diploma or general education degree (GED) and at least one-year related experience and/or training; or equivalent combination of education and experience.

Customer Service

Proven ability to deliver exceptional service to clients, exhibitors, internal and external partners in deadline-driven environments.

Committed to upholding service standards that enhance client satisfaction and event success.

Communication & Language Proficiency

Capable of interpreting and comprehending procedural guides, instructional materials, and software documentation.

Skilled in composing professional reports and business correspondence.

Mathematical Skills

Competent in performing basic and advanced mathematical calculations using whole numbers, fractions, and decimals.

Analytical & Reasoning Ability

Demonstrates sound judgment and common sense in applying written, verbal, or diagram-based instructions.

Capable of handling multiple variables within standardized conditions.

Decision Making, Problem Solving & Critical Thinking

Strong critical thinking skills to evaluate complex scenarios, anticipate risks and develop strategic responses.

Technical & Organizational Skills

Proficient in Microsoft Word, Excel, Outlook, and TEAMS.

Detail-oriented and efficient in dynamic environments including offices, convention centers, hotels and fairgrounds.

Physical Requirements

Ability to sit or stand for extended periods and walk across level surfaces throughout the day.

May involve reaching, lifting, and storing materials; occasional lifting of up to 25 pounds is required using safe techniques.

Work Environment

May encounter varying temperatures depending on location (e.g., convention centers, hotels, or fairgrounds).

Office environment typically includes standard lighting, climate and equipment setups.

Scheduling & Availability

Flexibility to work early mornings, evenings, weekends, and holidays as required by event schedules and operational needs.

Schedules may shift without prior notice due to the time-sensitive nature of event preparation and execution.

Travel Requirements

May travel to assist other branches as needed.

Transportation Needs

Reliable transportation is essential due to business needs and variable locations.

Pay: $21.00 - $23.00 per hour

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Referral program
• Vision insurance

Application Question(s):

• As part of our hiring process, all candidates must complete background check. Are you willing to proceed with this step?

Experience:

• Customer service: 1 year (Preferred)

Location:

• Cleveland, OH (Required)

Ability to Commute:

• Cleveland, OH (Required)

Work Location: In person

Salary : $21 - $23