Events & Hospitality Logistics Coordinator

Department : Events Management / Operations

Job Status : Full-time

FLSA Status : Exempt

Reports To : Director of Events and Hospitality

Work Schedule : Days nights weekends some holidays

Amount of Travel Required : Minimal

Positions Supervised : Seasonal workers

POSITION SUMMARY

The Events and Hospitality Logistics Coordinator assists the Director of Events and Hospitality in all aspects of operating the Events Department at the College including :

The Events and Hospitality Logistics Coordinator serves as the primary point of contact for the scheduling planning organization and management of events that take place on the Benedictine College campus. Functions as the main college representative to internal and external groups who utilize any college facility for an event. Supports the Event Management Committee to ensure college facilities are properly set up and equipped for each event the event is staffed accordingly and monitors the logistics of these events.

The Events and Hospitality Logistics Coordinator must have a love for special events provide outstanding customer service be an enthusiastic professional and be able to build relationships with internal and external customers. Must have excellent communication skills attention to aesthetic detail understanding of Benedictine hospitality be able to multitask think creatively think on their feet and troubleshoot problems.

The Events and Hospitality Logistics Coordinator must have the ability to visualize an event from start to finish including the steps that need to be taken to successfully accomplish the event. Must be able to anticipate event needs discern work priorities and meet deadlines with little supervision. Responsible for coordinating the requests of internal and external groups utilizing College facilities including being physically present on campus before during and after events.

Requirements

ESSENTIAL FUNCTIONS

1. Event Planning

• Complete Event Request Forms submitted by internal and external groups
• Manage all campus events in EMS our facility usage management system
• Manage the Event Department SharePoint site including training of users
• Update campus master calendar and posted room usage schedules
• Coordinate appointments to tour campus facilities for event related purposes
• Provide assistance and information to faculty staff student and outside groups regarding facility use
• Maintain contact with clients via telephone e-mail written correspondence and personal meetings
• Represent the college in a public relations / liaison capacity on matters relating to events and at departmental meetings
• Recommend to Event Management Committee approval or denial of facility usage for specific events when appropriate
• Manage usage agreement negotiations for external groups
• Aggressively gather information on each event to achieve quality results

2. Event Set-up

3. Event Management / Follow-up

4. Conferencing

5. Billing / Budget Management

6. Administrative Tasks

POSITION QUALIFICATIONS

Competency Statements

Education

College degree preferred with an emphasis in public relations marketing management or event coordination. High school diploma required.

Computer Skills

Must be proficient using the computer including Microsoft Office and possess the aptitude to learn new computer software programs.

PHYSICAL DEMANDS

Physical Abilities

Stand F

Walk F

Sit F

Handling / Fingering F

Reach Outward O

Reach Above Shoulder O

Climb O

Crawl O

Squat or Kneel O

Bend O

Push / Pull

12 lbs or less F

13-25 lbs O

26-40 lbs O

41-100 lbs O

Lift / Carry

10 lbs or less F

11-20 lbs F

21-50 lbs O

51-100 lbs N

Over 100 lbs N

N (Not Applicable) Activity is not applicable to this occupation.

O (Occasionally) Occupation requires this activity up to 33% of the time (0 - 2.5 hrs / day)

F (Frequently) Occupation requires this activity from 33% - 66% of the time (2.5 - 5.5 hrs / day)

C (Constantly) Occupation requires this activity more than 66% of the time (5.5 hrs / day)

EOE

Required Experience :

IC

Key Skills

Shipping & Receiving,Inventory Control,Data Entry,AS400,Transportation Management Systems,EDI,Microsoft Outlook,Warehouse Experience,Office Experience,Dispatching,Microsoft Excel,Logistics

Employment Type : Temp

Experience : years

Vacancy : 1