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
Coordinate the promotion, marketing and sales of the Two Rivers Convention Center & Avalon Theatre; respond to public inquiries, book events and supervise Event Planner and event operations; ensure the public and clients receive a high level of customer service; maintain work quality and adherence to established policies and procedures.
SUPERVISION RECEIVED AND EXERCISED
Receives direction from the Convention Services Manager.
Exercises direct supervision over Event Planner and clerical staff as assigned.
PRIMARY DUTIES--The following are examples of primary duties assigned to positions in this classification. Other related duties and responsibilities may be assigned.
1. Identify opportunities to increase sales for the Convention Center and Avalon Theatre through methods sucsh as cold calling, direct mailings, and written promotional material.
2. Record and confirm Convention Center and Avalon Theatre bookings; respond to initial requests for information; reserve facilities for customers; coordinate and project room rentals; participate in planning, coordinating, and implementing activities for events.
3. 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. Plan, prioritize, assign, supervise and review the work of assigned staff; participate in the selection of assigned staff; provide or coordinate staff training; work with employees to correct deficiencies; implement discipline procedures.
5. Work closely with the customer to ensure their needs are being met; write and develop user contracts and handle money for deposits.
6. Provide recommendations for changes and improvements to existing standards and procedures.
7. Identify and establish relationships with users and vendors of the facility.
8. Collaborate with the VCB and other area businesses to attract and promote events.
9. Participate in the preparation and administration of assigned budgets and monitor expenditures and cash revenues from events.
10. Attend consumer and convention trade shows to promote the Convention Center; develop trade show program materials.
11. Answer questions and provide information to the public; investigate complaints and recommend corrective action as necessary to resolve complaints.
12. Work closely with the Event Planner, kitchen staff and event set up staff before, during and after events to ensure customer satisfaction.
13. 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.
14. Monitor events and confer with customers to ensure quality delivery of services; evaluate service delivery following events and activities; prepare special menus as requested.
15. Compile and finalize client billing; investigate and resolve billing discrepancies.
16. Perform other duties of a similar nature or level.
QUALIFICATIONS
Knowledge of:
Principles of supervision and training.
Modern principles and practices of marketing and sales.
City lodging properties, attractions and recreational opportunities.
Effective communication, presentation and public relation skills.
Event planning and coordination.
Operations, services and activities of a food service operation or convention center.
Food handling principles and procedures.
Building systems and related maintenance standards and principles.
Accounting principles and practices.
Principles and procedures of record keeping and reporting. Contracting and proposal generation.
Principles of supervision and training.
Pertinent Federal, State and local laws, codes and regulations.
Modern office procedures, methods and computer equipment.
Applicable tools and equipment operations related to the event center and theatre.
Ability to:
Develop and implement plans to promote the Convention Center and Avalon Theatre.
Attend consumer and convention trade shows to promote the City.
Persuade potential clients to schedule meetings or conventions.
Respond to requests and inquiries from the general public.
Prepare layouts and understand potential and actual room set-ups.
Interpret and explain City policies and procedures.
Understand and coordinate necessary licensing, certifications and standards for facility operations.
Analyze problems, identify alternative solutions, project consequences of propose actions and implement recommendations in support of goals.
Accurately determine work required and estimate the materials and cost of such work.
Maintain accurate records and prepare clear and concise reports.
Operate modern office equipment.
Ensure staff compliance with Federal, State and local rules, laws and regulations.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.
Supervise and work well with other people.
Experience and Training Guidelines
Minimum Requirements:
Experience:
Three (3) years of responsible experience in restaurant or banquet facility management including sales and marketing.
Training:
Equivalent to a Bachelors degree in marketing, public relations, hotel/restaurant administration 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 Food Handler's Card issued by the County Health Department.
Possession of, or ability to obtain, a valid Colorado Driver’s License.
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.