Event Coordinator

Saginaw Event Coordinator

Essential Duties and Responsibilities

Meets with clients and / or their liaison(s) to plan and organize event logistics.

Compiles and completes event advance notes in a timely manner on all assigned events with a focus on advance notes for all Saginaw Spirit home games.

Direct liaison for the Saginaw Spirit all calendar year to coordinate between the Saginaw Spirit and the building.

Maintains ice rental schedule, inquires, contracts and booking regarding ice rentals.

Serves as Manager On Duty as required on all assigned events with emphasis on all Saginaw Spirit home games.

Completes end of event paperwork and distributes to appropriate staff.

Prepares all event sign-in sheets and usher notes for the day of the event.

Produces purchase orders associated with all event related expenses and non-event related expenses.

Keeps event related documents up to date, (tech pack, local services, usher handbook, etc.)

Coordinates activities with the various service contractors for events.

Guides clients in the preparation of events by interpreting and explaining contract provisions, policies, and procedures.

Prepares cost estimates and monitors final billing for assigned events.

Keeps clients informed as to status of deadline schedules, including but not limited to floor plan submissions, meeting room set-up specifications, insurance requirements and other relevant details.

Able to anticipate and effectively deal with a large number of details connected with the operation at large facilities.

Provides clear, concise, and timely communications of detailed requirements to the appropriate Operations personnel.

Oversee event setup and breakdown to ensure compliance with venue policies and client expectations.

Serves as primary liaison between clients and facility departments.

Monitors in-house events, maintaining close contact with clients and facility staff to ensure successful events. Follows-up on all client requests, concerns, and problems.

Attends appropriate planning, organization and other event and facility meetings in support of facility operations.

Manages event timelines, budget, and checklists to ensure events run smoothly and on schedule.

Schedules and coordinates outside vendors such as security officers, Sheriff and First Aid for all events.

Schedules and coordinates all usher staff.

Assists in hiring and training of new ushers.

Prepare, pay and review invoices for event related bills.

Maintain accurate record of incident reports.

Performs bi-monthly inspections of breakroom documentation and cleanliness.

Ensure compliance with safety, health and legal regulations.

File past event paperwork into finance files.

Keep accurate and up to date event files on the shared event drive.

Provide exceptional customer service and resolve issues quickly and professionally during events.

Keeps updated and accurate log of Lost and Found items. Coordinates with patrons to get their items returned to them. Ensures Lost and Found is organized.

Keeps inventory of usher uniforms and places order if additional uniforms are needed.

Able to work with all personality types and continually offer good customer service to all guests and clients.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty with energy and enthusiasm. The requirements listed below are representative of the knowledge, skill, and / or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and / or Experience

• Bachelor's Degree from four-year University
• 1 to 2 years related experience and / or training
• Or equivalent combination of education and experience

Skills and Abilities

Compensation

Competitive salary, commensurate with experience, and a generous benefits package that includes medical, dental, vision, life and disability insurance, paid vacation, and 401k plan.

Working Conditions

Location : On Site (Saginaw, MI / Dow Event Center)

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Note :

The essential responsibilities of this position are described under the headings above. They may be subject to change at any time due to reasonable accommodation or other reasons. Also, this document in no way states or implies that these are the only duties to be performed by the employee occupying this position.

Legends & ASM Global is an Equal Opportunity / Affirmative Action employer, and encourages Women, Minorities, Individuals with Disabilities, and protected Veterans to apply. VEVRAA Federal Contractor.