Events Coordinator 3, Food Services

Events Coordinator 3, Food Services

Events Coordinator 3 plans and executes a wide range of events for both internal and external clients, ranging from small meetings of 10 guests to large-scale, multi-day conferences hosting several hundred attendees. This position responsibilities include - reserving event locations, arranging catering services, coordinating setup and breakdown logistics, providing on-site event support, managing event details, and processing invoices. This role plays a key part in scheduling events through the 25Live online reservation system and requires excellent customer service skills and attention to detail.

This position reports directly to the Events Manager.

Pay, Benefits & Work Schedule

Position Salary Range: $42,756/year - $56,916/year

The salary information shown above is a general guideline only. The salary will be determined based on candidate's qualifications and related experience, as well as market and business considerations. Individuals newly hired to Classified position are placed in a salary range based on the WPEA Collective Bargaining Agreement.

We offer comprehensive compensation package with salary and benefits as the main components. Competitive salary is within the Range stated above, and commensurate with qualifications and experience. Generous benefits is offered through Washington State plans that includes multiple medical, dental, life and disability coverage choices for employees and dependents; choices of retirement and deferred compensation plans; paid holidays, sick, and vacation plans; transit program, reduced tuition, employee discounts and memberships, etc.

The employee is scheduled to work 40 hours per workweek, Tuesday through Saturday, from 10:30 a.m. to 7:00 p.m., with occasional after hours, early morning and weekend work.

This is a Classified, overtime eligible position and represented by the Washington Public Employee Association of Higher Education (WPEA-HE).

About The College

Bellevue College is a diverse student-centered, comprehensive and innovative college, committed to teaching excellence that advances the life-long educational development of its students while strengthening the economic, social and cultural life of its diverse community. Bellevue College is located just 10 miles east of Seattle where we serve a student population of over 54% students of color and over 1,300 international students. The college promotes student success by providing high-quality, flexible, accessible educational programs and services; advancing pluralism, inclusion and global awareness; and acting as a catalyst and collaborator for a vibrant region.

We strive to create a vibrant and inclusive campus community that supports a diverse student body, faculty and staff. As an essential part of our vision, diversity, equity and pluralism are promoted and fostered in all aspects of college life. By enriching student life through leadership opportunities, personal learning and cultural experiences, we are committed to building an inclusive and diverse campus community that fosters creativity, innovation and student success.

About the Department

Bellevue College (BC) Food Services serves the college main campus by offering a full service cafeteria, three coffee shops and a Pizza Cafe (Housing) that serve hot food, light snacks, pastries, espresso, tea and beverages.

Essential Functions

Administrative - Event Planning

• Schedule meeting rooms, facilities, food and beverage requests, media equipment, and other event support through 25Live.
• Develop and provide cost estimates to clients using 25Live.
• Correspond with clients and arrange/schedule services through emails, meetings, and phone calls.
• Prepare, send and monitor contracts for clients.
• Prepare, process and reconcile billing after events.
• Conduct event planning meetings with other campus departments, including Public Safety, Grounds, Custodial, Maintenance, Digital Media.
• Create and maintain detailed event orders and documentation.
• Oversee and monitor compliance with applicable laws, regulations, policies, emergency procedures, and Americans with Disabilities Act (ADA) compliance during programs and events.

Setup/Breakdown

• Perform setup/breakdown of furniture, equipment, food, beverages and other work as required.
• Deliver and set up light refreshments when kitchen porter is unavailable (e.g., coffee, tea, pastries, fruit and vegetable platters).
• Prepare and distribute way finding signage as needed, both outdoors (e.g., parking lots) and indoors (e.g., building entrances and event spaces).
• Create event set up schematics to assist team members with event preparation.
• Ensure event spaces are properly restored after the conclusion of each event.

Event Support

• Conduct site visits with potential clients upon request.
• Provide access to locations for clients as needed.
• Prepare menu signage and food labels for catered events.
• Serve as the point of contact for clients during events on behalf of Food & Event Services at the College.
• Provide media support for events, including setup and teardown of audio and visual equipment.

Marketing

• Design posters, wayfinding signage, and menus for events as needed/requested.
• Maintain inventory of promotional materials.
• Perform other duties as assigned.

Minimum Qualifications

• High School diploma or equivalent.
• Minimum one (1) year of experience with catering or event planning.
• Demonstrated ability to prepare contracts, event documents, event marketing materials, and billing while maintaining organized records.
• Demonstrated ability to work on several projects simultaneously and follow up on projects.
• Demonstrated ability to work independently and effectively collaborate and communicate with team members.
• Effective written, verbal, interpersonal communication and customer service skills.
• Must have a valid Washington driver's license with two (2) years of driving experience.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Teams, Visio), Adobe products, and familiarity with online reservation systems such as 25Live.
• Demonstrated experience working with colleagues and students in a collaborative and inclusive environment.

Preferred Qualifications

• Bachelor's degree or certificate in Marketing, Hospitality, Culinary Arts, or other related areas. Any combination of relevant education and experience may be substituted for the educational requirement on a year-for-year basis.
• Four (4) years of progressively responsible work experience involving public contact such as secretarial, sales promotion, setting up conferences, public information, or in the hospitality industry.
• Knowledge of events management tracking systems.

Conditions of Employment

Bellevue College intends to provide a drug-free, healthy, safe, and secure work and educational environment. Each employee is expected to report to work in an appropriate mental and physical condition to perform her/his/their assigned duties.

Bellevue College employs only U.S. citizens and lawfully authorized non-U.S. citizens. All new employees must show employment eligibility verification as required by the U.S. Citizenship and Immigration Services.

Sexual Misconduct and Background Check:

Prior to start of employment, finalists(s) for this position will be subject to a pre-employment background check as a condition of employment. Information from the background check will not necessarily preclude employment, but will be considered in determining the applicant's suitability and competence to perform in the position.

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under https://app.leg.wa.gov/RCW/default.aspx?cite=28B.112.080.

Check frequently in your inbox, spam, junk, clutter email folders for any communication regarding the next steps from Bellevue College and our background check partners.

Reference Check:

Reference checks may include, but are not limited to, contacting references and verification of work experience, and/or past job duties.

Other Information

• This position is NOT eligible for relocation allowance.
• This position is NOT eligible for sponsorship for employment-based visa.

How To Apply

Applications received may be considered until the position is filled.

All individuals interested in this position are encouraged to apply. Your application must include a complete online application and all of the required documents below to be considered complete. Any application that does not provide all requested information will not be considered for the position (