Job Overview
Employment Type
Full-time
Compensation
Type:
Salary
Rate:
Range $41,100.00 - $58,000.00
Work Schedule
Standard Hours
Flexible
Benefits
Health Insurance
Dental Insurance
Paid Time Off
Retirement Plan
Employee Discounts
Professional Development
Paid holidays
Job Description
The Special Events Coordinator position is offered at Whataburger Field, a prominent venue known for its dynamic events and community engagement. Whataburger Field is home to the Hooks, a minor league baseball team recognized for delivering memorable fan experiences through exciting games and well-coordinated events. As a key player in the operations at this energetic ballpark, the organization prides itself on providing excellent service and hosting a variety of special and in-house events that generate substantial revenue and enhance the overall patron experience.
This role is a full-time, exempt position supervised by the Vice President of Ticket Sales & S... Show More
This role is a full-time, exempt position supervised by the Vice President of Ticket Sales & S... Show More
Job Requirements
- Bachelor's degree in Event Management or related field or High School Diploma plus 3 years of Event Management experience
- experience supervising part-time staff
- excellent interpersonal skills
- strong verbal and written communication abilities
- strong organizational skills
- high attention to detail
- strong work ethic
- excellent follow-through
- ability to operate independently
- self-starter
- strong decision-making and time management skills
- ability to work in a fast-paced environment
- handle high-pressure situations professionally
- adaptability
- willingness to embrace change
- ability to handle time-sensitive requests and changes
- professional, friendly, and outgoing personality
Job Qualifications
- Bachelor's degree in Event Management or related field or High School Diploma plus 3 years of Event Management experience
- experience supervising part-time staff
- excellent interpersonal skills, with strong verbal and written communication abilities
- strong organizational skills with a high attention to detail
- strong work ethic and excellent follow-through
- strong communication skills, both with clients and other departments
- ability to operate independently
- self-starter with strong decision-making and time management skills
- ability to work in a fast-paced environment and handle high-pressure situations with a clear and focused mindset, resolving conflicts in a professional manner
- adaptability and willingness to embrace change
- ability to handle time-sensitive requests and changes
- professional, friendly, and outgoing personality
- 3+ years of experience in Event Coordination, Sales, or related field preferred
- proficient in Microsoft Office including Excel, Word, PowerPoint, Outlook, and Teams preferred
Job Duties
- Prospect, recruit, sell, and produce revenue-generating special events
- meet with potential customers to discuss event options and conduct venue tours
- clearly communicate venue information to prospective customers, including policies and booking processes
- manage Master Calendar and ensure reservations are booked accurately
- maintain records of event requests, communications, proposals, and bookings
- develop and submit event contracts and supporting documentation in a timely manner
- coordinate full process of Special Events operations, creating and updating proformas, proposals, contracts, event layouts and timelines, vendor contacts/services lists, insurance documents
- secure event services, staffing, vendors, etc., communicating with necessary internal departments and external partners
- create Event Order documents to be dispersed to staff, including event timeline, facility information, setup/tear down details
- communicate with customers regarding event details, providing updates and setting timelines for submission of details such as guest count, setup preferences, food order
- maintain all insurance and liability documents for Special Events
- collect payments in a timely manner, working with Finance Department to maintain event budget and track income and expenditures
- coordinate in-house special events, collaborating with relevant departments to develop logistics and execution plans
- serve as primary liaison between customers, Hooks departments, and vendors
- serve as on-site supervisor for events as required, ensuring that day-of execution runs smoothly from setup to tear down
- anticipate and respond to customer needs, requests, and concerns to maintain excellent customer relations
- lead debrief and event recap efforts, setting up meetings with relevant stakeholders to review event and solicit feedback
- document successes from event and areas for improvement
- settle budget and accounts receivable/payable with Finance department and catering provider
- serve as primary point of contact between Hooks and Aramark for all in-season Hospitality food & beverage orders
- receive and place cake orders with designated vendor
- assist with ticketing needs as required, using Provenue and SCORE CRM to fulfill requests and maintain records
- serve on Theme Weekend committee(s) to help with coordination of ballpark experiences
- perform other duties as assigned
Job Qualifications
Experience
Mid Level (3-7 years)
Job Location
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