Event Coordinator

Mission Viejo, CA, USA|Onsite

Job Overview

Employment Type

Part-time

Compensation

Hourly

Exact $23.25

Work Schedule

Flexible

Benefits

competitive pay

Part-time schedule

opportunities for professional development

dynamic work environment

employee recognition

Networking opportunities

Job Description

The hiring establishment is a prominent event venue known for hosting a wide array of events including concerts, fairs, exhibitions, and community gatherings. As a significant facility within its region, it caters to diverse clientele ranging from corporate event planners to individual promoters, offering state-of-the-art infrastructure and support services designed to ensure memorable and successful events. This venue emphasizes creating a first-class experience for its clients and guests through meticulous attention to detail, superior customer service, and a commitment to safety and operational excellence. The company operates in a dynamic and fast-paced environment, frequently adapting to various event requirements to... Show More

Job Requirements

Must be at least 18 years of age
2+ years experience in coordinating events in a large civic center, auditorium, theater, hotel or similar environment
One year of experience coordinating staff involved in events
Ability to multi-task and follow up effectively
Must be available to work all 23 days of the annual OC Fair
Ability to work outside the normal business day/week as demanded by events and programs

Job Qualifications

Must be at least 18 years of age
2+ years experience in coordinating events in a large civic center, auditorium, theater, hotel or similar environment
One year of experience coordinating staff involved in events
Strong planning and organization skills
High work standards
Ability to multi-task and follow up effectively
High degree of energy and ability to remain cheerful when faced with challenges
Highly effective problem analysis skills and sound judgment
Exhibits flexibility and demonstrates ability to meet frequent/unforeseen deadlines
Maintains professionalism under pressure
Excellent verbal, written, and listening communication skills
Proven ability to communicate effectively and present to decision makers
Client and guest service oriented
Solid sales ability
Proficient in MS Word, Outlook, Excel and event booking software program(s) or similar database experience
Ability to apply essential math skills
Self-motivated and confident
High degree of self-initiative
Works effectively in coordination of events and dealings with team members and customers
General networking and telephony knowledge
Must be available to work all 23 days of the annual OC Fair
Ability to work outside the normal business day/week as demanded by events and programs

Job Duties

Responsible for the coordination, organization and facilitation of assigned year round events and assists with the overall operation of the event sales and services department
Meets with prospective promoters on dates available and assists with tours for potential clients
Determines facility, equipment and personnel specifics necessary to stage an event
Develops the contract (rental agreement) for the event, defining the appropriate costs, charges (fees) and regulations
Ensures that all contractual responsibilities are observed
Develops an information sheet, coordinates event work orders and staffing needs with the district's operation departments, including maintenance, event operations, parking operations, parking sales, guest relations, admissions, technology and reception
Coordinates and monitors the event needs and services of the district's master concessionaire
Acts as liaison between the district and other year round tenants
Coordinates and monitors the event needs and services of the Wednesday night and Thursday lunch time food truck program
Represents the district during actual events, including set up and tear down
Evaluates/analyzes operational issues and identifies potential problems and solutions
Responds to emergency situations promptly and effectively
Assures the readiness, opening and closing of the venue, and maintains contact with the promoter and public to ensure satisfaction
Continually assures compliance with venue and governmental fire, safety and security regulations
Compiles and reconciles all billing detail necessary for on-time event settlement and generates post event settlement sheet for assigned clients
Submits post event reports detailing contractual, financial and evaluation aspects of assigned events
Evaluates the event and makes recommendations for future events
Conducts pre and post event meetings with district staff and promoters
Develops and maintains highly effective communication with internal and external event sales and services customers
Assists with departmental administrative needs
Answers phones/voicemails and emails in a timely manner
Assists with reporting requirements inclusive of upcoming events list updates, weekly parking and lighting plan, monthly ATM requests, yearly sheriff requests, possessory interest report updates, monthly communications calendar proofing, applicable EBMS maintenance, etc.
At fair time, duties will vary depending upon the need of the organization

Job Criteria

Experience

Mid Level (3-7 years)

Job Location

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