Event Coordinator

POSITION SUMMARY

This position serves as the direct contact for events for the San Jose McEnery Convention Center. This individual will help drive the City of San Jose’s economic development and positively contribute to Team San Jose’s performance objectives. 

MAIN RESPONSIBILITIES

• Assist with planning and coordinating events including: review and evaluate event specs, develop detail diagrams, layouts and procedures, provide assistance to event organizers and groups; ensure all contractual obligations meet deadlines, distribute information to departments and/or contractor personnel for implementation of all contractual obligations and conditions prior to event.
• Coordinate food and beverage and other services to clients to meet performance margins.
• Meets and confers with event organizers to assist with appropriate venues, required permits, health and safety issues, and crowd safety measures.
• Coordinates representatives from other departments to prioritize and complete client’s requests, and determine facility requirements.
• Coordinates equipment needs, equipment rental, and other event services. Equipment may include lighting, sound and video communications, etc. Obtain, supervise, and evaluate outside contractors such as ushers, security, police, custodial, catering, electrical, service contractors, first aid, and fire staff.
• Provide overall administrative support to the department.
• Prepares event reports and billing statements at the close of events.
• Start and Maintain Trace Series for confirmed bookings
• Maintain a cooperative and positive relationships with hotel sales managers and Bureau members
• Advise clients on facility capabilities, required permits, company policies and procedures, and determine event costs.
• Clearly and concisely communicate event requirements to internal departments accordingly to event service documents.
• Conduct move-in/move-out site inspection and document issues and track follow-up.
• Coordinate City Services such as Police, Fire and Traffic Departments.
• Strive and encourage creative thinking to improve customer experiences and team efficiencies
• Handles special projects and performs other duties as assigned.
• Assist and coordinate all details of small events/meetings.

Performs a variety of administrative tasks and other duties as assigned. 

POSITION REQUIREMENTS

• Minimum 1-2 years of catering and event management experience in  hospitality in a comparable position
• Convention event management experience highly desirable
• Food and Beverage knowledge
• Impeccable customer service skills
• Creatively solve problems independently
• Experience with project management
• Administer contractual agreements
• Detail oriented, ability to multi-task, work in a fast pace environment, excel at time management, and meet deadlines
• Understanding of crowd management, security practices, building code, and applicable laws and regulations such as pertinent health, fire and safety, principles and practices of event management of a public facility
• Conflict and crises management experience
• Ability to
  • demonstrate diplomacy and work collaboratively with various internal and external constituents and departments
  • communicate clearly and concisely and effectively both orally and in writing
  • work in a team environment and proactively assist teammate as needed
• Work schedule requires schedule flexibility and long hours including weekends, evenings, graveyard, and holiday
• Bachelor’s degree in business management, theater management, music, or hospitality or arts administration
• Computer experience: Microsoft Office Applications (Excel, Word, Powerpoint, Outlook Email) EBMS, and AutoCAD.