Event Operations Coordinator (Full-time)
Job Overview
Employment Type
Full-time
Work Schedule
Flexible
Day Shifts
Weekend Shifts
Benefits
Health Insurance
Dental Insurance
Paid Time Off
Retirement Plan
Employee Discounts
Professional development opportunities
Flexible Schedule
Job Description
The Phillip and Patricia Frost Museum of Science is a renowned institution dedicated to promoting scientific knowledge and discovery through interactive exhibits, educational programs, and community engagement. Located in Miami, Florida, the museum offers a unique blend of science and technology, aerospace, marine biology, and environmental conservation to visitors of all ages. The museum is committed to inspiring curiosity and fostering a deeper understanding of the natural world while providing an engaging and educational experience for its diverse audience.
As a leader in science education and public outreach, the museum hosts a wide variety of events ranging from private cel... Show More
As a leader in science education and public outreach, the museum hosts a wide variety of events ranging from private cel... Show More
Job Requirements
- Two or more years of relevant work experience
- Bachelor’s degree in hospitality management preferred
- Basic knowledge of Microsoft Office
- Knowledge of specific hospitality industry applications preferred
- Ability to work flexible hours, including nights, weekends, and holidays as needed
- Must be available to work evenings and weekends on a consistent basis
- Must be able to stand for long periods of time, move quickly from space to space to quickly resolve issues and oversee events team members
- Must be able to work for extended periods of time in elements, sun, heat, wind, etc.
- Must be able to lift up to 50 lbs
- Background clearance
- Drug screening as part of the Drug Free Workplace Program
Job Qualifications
- Two or more years of relevant work experience
- Bachelor’s degree in hospitality management preferred
- Basic knowledge of Microsoft Office
- Knowledge of specific hospitality industry applications preferred
- Strong organizational skills and attention to detail
- Excellent verbal and written communication skills
- Ability to manage multiple tasks, prioritize effectively, and work well under pressure
- Positive and professional attitude with strong interpersonal skills
- Willingness to learn and take initiative in a fast-paced environment
- Ability to work flexible hours, including nights, weekends, and holidays as needed
- Basic knowledge of event or hospitality operations preferred
- Fluency in other languages will be beneficial
Job Duties
- Be the go-to contact person for internal and external collaborators for any event-related questions and queries
- Ensure all details of event rentals are in the form of BEO’s to provide timely information to other departments regarding set up
- Outline all details of event rentals in the form of BEO’s and other reports to provide timely information to other departments regarding set up, purchasing, and private tours
- Support Director of Event Sales and Operations and the Event Operations Manager in maintaining the institutional event calendar and responding to requests within 24-48 hours
- Maintain consistent communication with vendors to assist in securing event logistics, deliveries, and schedules
- Maintain open communication with museum stakeholders to schedule deliveries, finalize vendors’ order etc.
- Attend meetings with the museum’s internal caterer
- Conduct pre-post conference meetings when it is agreeable with the client
- Coordinate all aspects of events as assigned by the Director of Event Sales and Operations or Event Operations Manager to include but not limited to event agenda, audio-visual requirements, special attention guests, function room set up, group transportation, billing instructions, storage and deliveries, power requirements, key requirements, registration desk requirements, entertainment
- Coordinate with other departments the client’s needs which will directly affect that department (security, guests’ services)
- Work closely with vendors for event needs
- Perform event room inspections and ensure proper set-up and equipment checks prior to each event
- Keep immediate supervisor fully informed of all problems or matters requiring their attention
- Consistently offer professional, friendly and engaging service
- Assist with events as needed
- Maintain excellent customer service by maintaining a positive and friendly attitude and through guest interactions by answering questions related to reservations and other general information about the museum
- Must be open availability to meet clients for site visit
- Other duties as assigned
Job Qualifications
Experience
Mid Level (3-7 years)
Job Location
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