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City of Austin - JOB DESCRIPTION

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Event Coordinator
FLSA: Standard/Exempt EEO Category: (20) Professionals
Class Code: 13770 Salary Grade: QA1
Approved: October 24, 1997 Last Revised: September 11, 2017

Purpose:
  Under general supervision, provide technical assistance in planning scheduled events in a public assembly/event facility.
Duties, Functions and Responsibilities:
  Essential duties and functions, pursuant to the Americans with Disabilities Act, may include the following. Other related duties may be assigned.
1. Serves as primary department contact with event client after contracting process is completed. Assists in scheduling and booking of events.
2. Conducts and coordinates pre-convention/event meetings to identify client's expectations/needs.
3. Collects pre-convention/event information to ensure adequate space, personnel, equipment, etc. is available and to develop event work order. Coordinates exhibitions, trade shows, meetings etc.
4. Coordinates planning sessions with parking, security, maintenance, event services, and contracted divisions. Develops/draws diagrams for convention/event set-up. Reviews/inspects work to ensure facility is ready for use. Inspects to accept/reject set-up, equipment, materials, workmanship, etc.
5. Enforces rules/regulations concerning the use of facility and ensure adherence to contractual terms.
6. Confers with representatives of user organizations and contractors (i.e. clients, outside food and beverage, outside audio/visual and decorators).
7. Coordinates the facility/departmental operational services during events. Conducts and coordinate post-convention/event meetings to discuss any client concerns, issues, etc. that occur during the event.
8. Compiles data/information for cash reports, cost estimates, revenue estimates, etc.
9. Writes/drafts routine correspondence, informational reports.
10. Develops and makes presentations to clients, service providers and represent. facility/department as needed. Answers client/citizen questions and provide assistance.
Responsibilities - Supervisor and/or Leadership Exercised:
  None.
Knowledge, Skills, and Abilities:
  Must possess required knowledge, skills, abilities, and experience and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed.
Knowledge of facility and event planning.
Knowledge of principles and processes for providing customer and personal services.
Knowledge of Federal, State and Local laws.
Knowledge of city practice, policy and procedures.
Knowledge of business and management principles involved in resource allocation, strategic planning, human resources and coordination of people and resources.
Knowledge of principles and methods for showing, promoting, and selling products or services.
Knowledge of marketing strategy and tactics, product demonstration, sales techniques and sales control systems.
Skill in oral and written communication.
Skill in handling multiple tasks and prioritizing.
Skill in using computer and related software.
Skill in planning and organizing.
Skill in data analysis and problem solving.
Ability to work with frequent interruptions and changes in priorities.
Ability to establish and maintain good working relationships with other city employees and the public.
Minimum Qualifications:
  Graduation with a Bachelor's degree from an accredited college or university with major coursework in Business Administration, Public Administration, Marketing, Liberal Arts or related field plus one (1) year of relevant work experience in a convention center, public assembly/event facility or other related facility/industry.

Experience may substitute for education up to the maximum of four (4) years.
Licenses and Certifications Required:
  None

This description is intended to indicate the kinds of tasks and levels of work difficulty required of the position given this title and shall not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of management to assign, direct and control the work of employees under supervision. The listing of duties and responsibilities shall not be held to exclude other duties not mentioned that are of similar kind or level of difficulty.