Event Center Coordinator I

Position Overview

Supports onsite meetings and events by coordinating room scheduling, setup, AV needs, catering, and customer service activities to ensure event spaces are prepared, organized, and ready for use across the TAC Event Center. Performs hands on tasks including space setup, reconfiguration, stocking, and basic cleaning to maintain high service and operational standards. Assists staff, tenants, members, and vendors with routine event needs, completes data entry and simple reporting tasks, and provides onsite logistical support throughout events.

Essential Job Functions

1. Serve as a point of contact for the TAC Event Center & Meeting rooms, coordinate scheduling, meeting room setups, signage, AV needs and ADA accommodations.
2. Communicate clearly and consistently with event stakeholders (staff, members, tenants, and vendors) Provide real time onsite support during meetings and events, troubleshooting issues and ensure a smooth experience for guests. This is an onsite role requiring approximately 90% in office presence. Standard telework schedule does not apply.
3. Use scheduling software to book meetings, approve requests, and resolve scheduling conflicts in alignment with department procedures. 
4. Set up, reconfigure, and break down meeting and event spaces across multiple floors, including arranging tables, chairs, signage, AV and materials. 
5. Coordinate and execute catering needs, orders, delivery, proper setup and cleanup. Develop and maintain various vendor relationships. 
6. Order, track, and maintain supplies for the Event Center, kitchen, and 4th floor coffee shop, while following department procedures and organizational budget guidelines. Complete reporting, invoice generation, and credit card reconciliation in accordance with organizational requirements and deadlines.
7. Keep all event spaces, meeting rooms, kitchen areas, coffee shop, and storage closets clean, organized, stocked, and ready for use. This includes regular cleaning, resetting, and monitoring of all spaces.
8. Support the Event Center Manager with organizing TAC’s internal staff events that enhance our culture. 
9. Other duties as assigned.

Non-Essential Job Functions

• Perform and manage emergency response for attendees of events in the Event Center in compliance with the TAC emergency response policy. 
• Communicate and collaborate with Event Manager and other departments on required repairs, replacements, and event related service requirements, as necessary.
• Run event related errands, including pickup and delivery of supplies and materials (valid Texas driver’s license required). 
• Serve as a team support resource across the department. During slower periods in the Event Center, step in to assist the Education and Member Services teams with day to day tasks and operational needs.
• Fill in as needed for TAC receptionist (phones).

Experience/Education Requirements

• High school graduate or equivalent. 
• Preferred experience in event planning or project management

Other Skills and Abilities

• Requires excellent communications skills, both written and verbal, and the ability to relate to persons with a variety of cultural, economic, and educational backgrounds. (should be in all)
• Position requires a high degree of professionalism in representing TAC in significant contacts with elected officials, public employees, and members. 
• Must be proficient in use of personal computer and Microsoft Office products including Word, Excel, and PowerPoint. Experience with relational databases required, iMIS preferred.
• Preferred proficiency in the use of audio-visual equipment.
• Should be able to function independently with minimal supervision.
• Excellent time management and record keeping required.
• Valid Texas driver’s license and good driving record required; must be able to drive.

Supervisory Detail

• Supervision Exercised: No supervisory responsibility.
• Supervision Received: Supervised by procedures or by supervisor through periodic monitoring of progress and performance. May have latitude to determine sequence of own work tasks to meet clearly established schedules.

Working Conditions 

• Location: TAC Building, Austin, TX
• Teleworking Agreement Available: No
• Required to work weekends, nights or be on call: Sometimes
• Travel Requirement: No
• Keyboarding: Occasionally—Both
• Filing: Sometimes 
• Operation of a computer mouse with their dominant hand: Occasionally 

Physical Requirements

Serving food and beverage, setting up tables and chairs, moving equipment.

1.   Sitting   Occasionally

2.   Standing   Always

3.   Walking   Always

4.   Speaking   Always

5.   Hearing   Always

6.   Squatting   Occasionally

7.   Bending   Occasionally

8.   Reaching   Occasionally

9.   Twisting   Occasionally

10.   Crawling   Sometimes

11.   Climbing   Sometimes

12.   Driving a motor vehicle   Sometimes

13.   Walking on rough ground   Never

14.   Exposure to changes of temperature/humidity   Sometimes

15.   Exposure to dust/fumes/gases/chemicals   Sometimes

16.   Being near moving machinery   Sometimes

17.   Working from heights   Sometimes

This position requires: Occasionally lifting and/or carrying 50 pounds

LIMITATIONS AND DISCLAIMER:

The above job description is meant to describe the general nature and level of work being performed; it is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required for the position.