Event Project Coordinator (Regular/Full-time)

Job Division: The Woodruff Arts Center

Department: Special Events
Reports To: Associate Director of Event Sales
FLSA: Non-Exempt
Employment Status: Regular/Full-time

POSITION SUMMARY:
Under the direction of the Associate Director of Event Sales, the Event Project Coordinator will assist with event support coordination for the Woodruff Arts Center event and catering department. In addition, this position will provide administrative support in the preparation of relevant reports, serve as event/calendar software administrator, coordinate department accounting functions, and other projects as assigned by the management team.

WORK SCHEDULE:
• Monday – Friday, 9am – 5pm (some weekends, evenings and holidays on an as needed basis)

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:
• Administrative/Accounting Duties
o Maintain sales collateral/menus
o Weekly invoicing
o Event P&L’s; coding, account research
o Billing and A/R tracking
o Customer Surveys

• Internal Event Coordination Duties:
o Phone coverage, responding to all initial inquiries
o Booking events using the Reserve System
o Assist with conducting site-visits and walk-thrus
o Event confirmations
o Attend all event related meetings

• Event and Calendar Software Administrator Duties:
o Maintain key documents, templates
o New User set-up
o Database management
o Extraction preparation
o Report lead
o Reserve lead trainer
o Inventory entry

• Report Coordination Duties:
o Prepares weekly sales and communication reports for various meetings including department, timeline, calendar, leads
o Report reminders
o Assist with the preparation of weekly and monthly sales and forecasting reports
o Attend weekly Department, WAC function, BEO, Calendar and Leads meeting.

• Marketing Projects:
o Assist with event and catering marketing projects working closely with Woodruff Marketing and Food Service Marketing.
o Annual marketing plan

QUALIFICATIONS:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed 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 Experience:
• Bachelors in business, communications, or hospitality management is preferred
• One to two years’ experience working in a special events venue or hotel events department is preferred.
• Proficiency using Microsoft Professional Suite is required.
• Reserve (or similar event space reservation program) is desired.

Skills and Abilities:
• Must be well-organized, detail oriented, and excellent communication skills.
• Must be able to lift 10-20 pounds.

Language Skills:
• Ability to effectively present information.

Reasoning Ability:
• Ability to interpret a variety of instructions furnished inwritten, oral, diagram, or schedule form.
• Ability to solve problems and prioritize needs in a variety of situations.

PHYSICAL DEMANDS/WORK ENVIRONMENT:
The work environment and 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.
• Some standing, walking, bending, frequent use of hands, stooping and light lifting (at least 20 pounds) is needed.
• The noise level in the work environment is usually moderate.