Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.

DEFINITION

Assist in the coordination and planning of events and functions for the City’s convention services including on-site coordination of the front office, building maintenance and food and beverage services for banquets, concerts, theater and special events; respond to public inquiries and work closely with clients to ensure a high level of customer service.

SUPERVISION RECEIVED AND EXERCISED

Receives direction from the Sales and Event Coordinator.

PRIMARY DUTIES--The following are examples of primary duties assigned to positions in this classification. Other related duties and responsibilities may be assigned.

1.  Consult with and guide client groups and individuals in the planning and coordinating of a variety of functions and events; coordinate group needs with various areas of operation including food and beverage and building maintenance to ensure smooth delivery of all services.

2.  Record and confirm bookings; maintain booking calendars; respond to initial requests for information; reserve facilities for customers and manage facility space availability; coordinate and project room rentals; participate in planning, coordinating, and implementing activities for events.

3.  Work closely with other facility and event staff before, during and after events to ensure customer satisfaction; identify event resource, material and equipment needs; coordinate and arrange for facility supply and personnel needs including liquor, stock, linens, tableware and related labor; coordinate food service between client and chef; assist in arranging for client’s special needs.

4.  Maintain contact with customers to determine room set-ups, numbers attending, meal arrangements, times of functions, equipment needed and any special requirements; organize and lead pre-convention meetings with client key contacts, staff and outside organizations.

5.  Provide on-site coordination of activities at events and functions; investigate complaints and problems related to activities, service requests and event orders and take corrective action as necessary to resolve service delivery issues; serve as acting director of operations and services during larger functions; give direction to staff as necessary.

6.  Gather detailed information from clients and prepare proposals, contracts, sales logs and event orders; maintain schedules and calendars.

7.  Organize and lead weekly operations meetings.

8.  Monitor events and confer with customers to ensure quality delivery of services; evaluate service delivery following events and activities; prepare special menus as requested.

9.  Answer questions and provide information to the public and facility users; interpret and explain policies and procedures, rules and regulations.

10.  Compile and finalize client billing; investigate and resolve billing discrepancies.

11.  Perform other duties of a similar nature or level.

QUALIFICATIONS

Knowledge of:

Principles and practices of event planning and coordination.

Operations, services and activities of convention centers, multi-purpose event centers or related venues.

Methods and techniques used to promote sales.

Equipment operations and facility set-up techniques used for various types of events.

Effective communication and public relations skills.

Principles and procedures of bookkeeping, record keeping and reporting; contracting and proposal generation.

General mathematics including addition, subtraction, division and multiplication.

Modern office technology and equipment, including computers and related software applications.

Applicable tools and equipment operations related to the event center and theatre.

Applicable Federal, State and local codes, laws and regulations.

Ability to:

Organize and coordinate complex, high-profile functions and event activities.

Effectively persuade, direct and guide staff.

Prepare layouts and understand potential and actual room set-ups.

Analyze problems, identify alternative solutions and consequences of proposed actions and implement recommendations in support of goals.

Develop creative tools to effectively up-sell services, functions and activities.

Maintain accurate records and reports.

Prepare and conduct sales and services presentations and facility tours.

Prepare contracts and/or proposals, issue contracts and negotiate pricing, terms and conditions.

Respond to requests and inquiries from the general public and City employees.

Operate and use modern office equipment including computer and various software applications.

Communicate clearly and concisely, both orally and in writing.

Establish and maintain effective working relationships with those contacted in the course of work.

Experience and Training Guidelines

Minimum Requirements:

 Experience:

Two (2) years of responsible experience in conference planning, convention services, event coordination, sales and marketing or related field.

 Training:

 High school diploma or G.E.D.; supplemented by specialized training in business, sales and marketing or a related field.

Other combinations of experience and education that meet the minimum requirements may be substituted.

License or Certificate

Possession of, or ability to obtain, a valid Colorado driver’s license.

Possession of, or ability to obtain, a valid Food Handler's Card issued by the County Health Department.

WORKING CONDITIONS

Environmental Conditions:

The job is performed in the following working environment:

Office environment and field environment.

The following condition(s) may be present on a continuing basis:

Local Travel with some evenings and weekends required.

Physical Conditions:

The job is characterized by:

Light Work: Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently and/or a negligible amount of force constantly to move objects. If the use of arm and/or leg controls requires exertion of forces greater than that for Sedentary Work and the worker sits most of the time, the job is rated for Light Work.

The following physical activities are very or extremely important in accomplishing the job’s purpose and are performed on a daily basis:

While performing the duties of this job, the employee is required to sit for prolonged periods. The employee is regularly required to see, hear, talk, stand, twist and use repetitive motions in the conduct of work. The employee is also required to perform light lifting.