What are the responsibilities and job description for the Venues Coordinator position at Okaloosa County School System?
GENERAL STATEMENT OF JOB
Plans, organizes, and oversees assigned events at various venues. Coordinates and conducts meetings with clients, performs event setup and teardown, and assists with facility and grounds maintenance.
EXAMPLES OF WORK
Education, Training, and Experience: Associate’s Degree in Business Administration/Management, Event Management, Hospitality or closely related field; supplemented by two (2) years of progressively responsible experience in the events or hospitality industry, to include operational and special events experience or an equivalent combination of training and experience which provides the required knowledge, skills and abilities. Requires the ability to properly administer funds and prepare accurate reports. Experience with customer relationship management software is preferred.
Licenses and/or Certifications: Requires a valid driver license.
Other Requirements
Physical Requirements: Requires the ability to operate a variety of office equipment to include computers, copy/fax machines, and other related peripherals. Must be able to operate trucks, light equipment, and a variety of hand held and electrical equipment and tools. Must be able to exert 10 to 20 pounds of force occasionally to to lift, carry, push, pull or otherwise move objects. Requires full range of body motion, to include bending at the waist, using lower extremities and using back muscles. Physical demands are essentially those of sedentary work.
Language Ability: Must be able to communicate effectively in English, including the ability to convey, record and exchange information; requires the ability to give, receive and follow oral and written instructions. Requires the ability to read a variety of moderately complex technical data, policy and procedure manuals, codes, professional journals, etc. Must be able to prepare forms and reports using prescribed formats, and adhering to all rules of grammar, spelling, diction and punctuation. Requires the ability to communicate with a broad array of individuals from various professional backgrounds.
Intelligence: Requires the ability to apply principles of logical or scientific thinking to define problems, collect data, establish facts and draw valid conclusions; to interpret a variety of technical instructions in written, mathematical or diagrammatic form; to learn and understand relatively complex principles and techniques; to make independent judgments in absence of supervision; to acquire knowledge of topics related to primary occupation. Requires the application of principles of influence systems and synthesis functions.
Numerical Aptitude: Must be able to add, subtract, multiply and divide; calculate decimals and percentages; compute discount, profit and loss, ratio and proportion; perform statistical calculations.
Interpersonal Temperament: Requires the ability to deal with people beyond receiving instructions. Must be adaptable to performing under moderate levels of stress, imposed by frequent deadlines, peak workloads or public contact. Requires the ability to exercise consistent tact and courtesy when in frequent contact with various professionals, county staff, and the general public.
01
Please indicate which best describes your highest level of completed education.
If you indicated completion of a degree in the previous question, please state your major (if none, please enter "N/A") in the space provided. (Please do not indicate "See Resume")
03
Please indicate the number of years of progressively responsible experience you have in the Events or Hospitality industry, to include operational and special events experience.
Please describe your progressively responsible experience in the Events and Hospitality industry, to include duties performed, type(s) of events, and type(s) of venues (If none, please enter "N/A") in the space provided. (Please do not simply state "see resume")
05
Do you possess the ability to properly administer funds and prepare accurate reports?
Please describe your work experience properly administering revenues and preparing accurate financial reports (if none, please enter "N/A") in the space provided. Do not simply state "see resume".
07
Do you possess experience with a customer relationship management software?
Please describe your work experience with customer relationship management software to include the tasks performed and the program(s) used (if none, please enter "N/A") in the space provided. Do not simply state "see resume".
09
Do you have experience working with clients to plan their events?
Please describe your experience working with clients to plan their events, to include the specific duties performed and types of events (if none, please enter "N/A") in the space provided. Do not simply state "see resume".
11
Do you have experience performing event setup/tear down, e.g. tables/chairs, pipe/drape, podiums/microphones?
Do you have experience managing events in multiple facilities/venues/locations?
Please describe your experience performing event setup/tear down, e.g. tables/chairs, pipe/drape, podiums/microphones, to include the specific types of events (if none, please enter "N/A") in the space provided. Do not simply state "see resume".
14
Please describe your work experience managing events in multiple facilities/venues/locations (if none, please enter "N/A") in the space provided. Do not simply state "see resume".
15
Do you have experience preparing post-event reports and providing recommendations for best practices and improvements?
Please describe your experience preparing post-event reports and providing recommendations for best practices and improvements (if none, please enter "N/A") in the space provided. Do not simply state "see resume".
17
Do you possess a valid driver license?
This position will by primarily serving venues in Baker, FL, but may need to work events at venues in Ft. Walton Beach, FL. Are you able to meet the job requirement of multiple locations?
Plans, organizes, and oversees assigned events at various venues. Coordinates and conducts meetings with clients, performs event setup and teardown, and assists with facility and grounds maintenance.
EXAMPLES OF WORK
- Organizes, prepares, and executes events at various venues throughout the County, to include the Fairgrounds, Baker Arena, and Shoal River Ranch (i.e., primary point of contact on-site for clients, coordinates activities with the client, client’s suppliers, and facilities staff).
- Plans and coordinates event activities; conducts pre- and post-event planning meetings with clients and venues staff for review and discussion of services provided.
- Transports and positions event related furnishings and equipment according to diagrams, equipment listings, and specific instructions contained in booking agreements.
- Configures, adjusts, troubleshoots, and operates audio/visual/lighting components and cabling to provide presentations or special effects during events; secures and connects telecommunications wires, temporary power panels and power cords to utility ports. Provides computer related technical support to clients, and familiarizes clients with house equipment to be used during events.
- Assists with safety, security, and loss prevention measures (i.e., patrolling facility and property, monitoring surveillance systems, controlling public entrance and preventing unauthorized items from coming into the facility).
- Coordinates traffic flow during events or vendor load-in and load-out.
- Assists with pre- and post-event facility maintenance, to include janitorial/custodial duties.
- Assigns, directs, and evaluates work performed by temporary personnel.
- Confers with the venues staff to procure adequate personnel and operational supplies.
- Ensures full dissemination of event-related information to the appropriate staff and parties involved; maintains client- and event-related information in the customer relationship management software system.
- Maintains revenue book keeping (i.e., acquires and analyzes concessionaire gross sales reports, ensures all third-party vendors, promotors and clients make prompt payments).
- Ensures contact information related to third-party vendors, concessionaire and clients are up to date.
- Monitors and ensures compliance with booking terms, policies and procedures, and safety requirements; exercises independent judgment in event activities for clients, patrons, and the general public.
- Resolves on-site complaints and disputes in accordance with the client’s contract and the facility’s policies and procedures.
- Assists senior staff with developing and implementing operational guidelines and policies for all venues.
- Collects economic impact information as it relates to area accommodations booked; collects information regarding client and attendee satisfaction via event surveys.
- Operates motorized equipment and vehicles, material handling equipment, grounds maintenance equipment and other portable power tools in a safe manner.
- Supports program operations outside of normal business hours, to include long days, occasional evenings, and some weekends.
- Performs other duties as assigned.
Education, Training, and Experience: Associate’s Degree in Business Administration/Management, Event Management, Hospitality or closely related field; supplemented by two (2) years of progressively responsible experience in the events or hospitality industry, to include operational and special events experience or an equivalent combination of training and experience which provides the required knowledge, skills and abilities. Requires the ability to properly administer funds and prepare accurate reports. Experience with customer relationship management software is preferred.
Licenses and/or Certifications: Requires a valid driver license.
Other Requirements
Physical Requirements: Requires the ability to operate a variety of office equipment to include computers, copy/fax machines, and other related peripherals. Must be able to operate trucks, light equipment, and a variety of hand held and electrical equipment and tools. Must be able to exert 10 to 20 pounds of force occasionally to to lift, carry, push, pull or otherwise move objects. Requires full range of body motion, to include bending at the waist, using lower extremities and using back muscles. Physical demands are essentially those of sedentary work.
Language Ability: Must be able to communicate effectively in English, including the ability to convey, record and exchange information; requires the ability to give, receive and follow oral and written instructions. Requires the ability to read a variety of moderately complex technical data, policy and procedure manuals, codes, professional journals, etc. Must be able to prepare forms and reports using prescribed formats, and adhering to all rules of grammar, spelling, diction and punctuation. Requires the ability to communicate with a broad array of individuals from various professional backgrounds.
Intelligence: Requires the ability to apply principles of logical or scientific thinking to define problems, collect data, establish facts and draw valid conclusions; to interpret a variety of technical instructions in written, mathematical or diagrammatic form; to learn and understand relatively complex principles and techniques; to make independent judgments in absence of supervision; to acquire knowledge of topics related to primary occupation. Requires the application of principles of influence systems and synthesis functions.
Numerical Aptitude: Must be able to add, subtract, multiply and divide; calculate decimals and percentages; compute discount, profit and loss, ratio and proportion; perform statistical calculations.
Interpersonal Temperament: Requires the ability to deal with people beyond receiving instructions. Must be adaptable to performing under moderate levels of stress, imposed by frequent deadlines, peak workloads or public contact. Requires the ability to exercise consistent tact and courtesy when in frequent contact with various professionals, county staff, and the general public.
01
Please indicate which best describes your highest level of completed education.
- No formal education completed, but I have relevant experience
- High School Diploma or GED
- Associates Degree
- Bachelors Degree
- Masters Degree or above
- None of the above
If you indicated completion of a degree in the previous question, please state your major (if none, please enter "N/A") in the space provided. (Please do not indicate "See Resume")
03
Please indicate the number of years of progressively responsible experience you have in the Events or Hospitality industry, to include operational and special events experience.
- None
- Less than 1 year
- At least 1 year but less than 2 years
- At least 2 years but less than 4 years
- At least 4 years but less than 6 years
- At least 6 years but less than 8 years
- At least 8 or more years
Please describe your progressively responsible experience in the Events and Hospitality industry, to include duties performed, type(s) of events, and type(s) of venues (If none, please enter "N/A") in the space provided. (Please do not simply state "see resume")
05
Do you possess the ability to properly administer funds and prepare accurate reports?
- Yes
- No
Please describe your work experience properly administering revenues and preparing accurate financial reports (if none, please enter "N/A") in the space provided. Do not simply state "see resume".
07
Do you possess experience with a customer relationship management software?
- Yes
- No
Please describe your work experience with customer relationship management software to include the tasks performed and the program(s) used (if none, please enter "N/A") in the space provided. Do not simply state "see resume".
09
Do you have experience working with clients to plan their events?
- Yes
- No
Please describe your experience working with clients to plan their events, to include the specific duties performed and types of events (if none, please enter "N/A") in the space provided. Do not simply state "see resume".
11
Do you have experience performing event setup/tear down, e.g. tables/chairs, pipe/drape, podiums/microphones?
- Yes
- No
Do you have experience managing events in multiple facilities/venues/locations?
- Yes
- No
Please describe your experience performing event setup/tear down, e.g. tables/chairs, pipe/drape, podiums/microphones, to include the specific types of events (if none, please enter "N/A") in the space provided. Do not simply state "see resume".
14
Please describe your work experience managing events in multiple facilities/venues/locations (if none, please enter "N/A") in the space provided. Do not simply state "see resume".
15
Do you have experience preparing post-event reports and providing recommendations for best practices and improvements?
- Yes
- No
Please describe your experience preparing post-event reports and providing recommendations for best practices and improvements (if none, please enter "N/A") in the space provided. Do not simply state "see resume".
17
Do you possess a valid driver license?
- Yes
- No
This position will by primarily serving venues in Baker, FL, but may need to work events at venues in Ft. Walton Beach, FL. Are you able to meet the job requirement of multiple locations?
- Yes
- No
- Required Question