Event Coordinator

Job Description:

Event Coordinator

Description

Minimum Qualifications
Education and/or Equivalent Experience:

• Graduation with a Bachelor’s degree from an accredited college or university with major coursework in Business Administration, Public Administration, Marketing, Liberal Arts or related field plus one (1) year of relevant work experience in a convention center, public assembly/event facility or other related facility/industry.

• Experience may substitute for education up to the maximum of four (4) years.

Licenses or Certifications:

• None

Notes to Applicants

About the job:
The Event Coordinator position is the driving force behind City Hall events including meetings, exhibitions, trade shows, and conferences. In this role, you’ll manage everything from booking and scheduling to coordinating logistics with city departments. You’ll meet with clients to understand their needs, design event setups, and liaise with vendors to ensure everything runs smoothly.

About working for Building Services and the City of Austin:
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Working with Building Services provides a number of benefits including medical, paid leave time, a great retirement plan, training opportunities and more! Click HERE for more information.

Employment Application:

• The City of Austin employment application is an official document; incomplete applications will not be considered.
• Please be sure to detail on the application all current and previous employment that you wish to be considered as part of your qualifications.
• The Employment Record should be complete with job titles, employment dates, and specific job duties, functions, and responsibilities for each position held.
• If you are selected as the top candidate, starting salary will be based on overall relevant experience from your application.
• The responses to the supplemental questions inquiring about experience should be reflected on your application.

Criminal Background Investigation:
The position requires a criminal background investigation.

Assessments:
Assessment(s) may be administered as part of the interview process.

If you are selected as a top candidate:
Verification of your education (which may include high school graduation or GED , undergraduate and/or graduation degrees) will be required. You must provide proof of education from an accredited organization/institution.

Military/Veteran Interview Preference:
Military/Veterans must provide a copy of their DD214 verifying honorable discharge, at the time of initial interview to receive military/veteran interview preference.

Travel:
If you are selected for this position, and meet the Driver Safety Standards in the City of Austin Driver Safety Program , you may drive when necessary to multiple locations as part of your regular job duties. Otherwise, you are responsible for getting to and from these locations.

Please note that the Department may close the job posting at any time after seven (7) days.
Pay Range
$27.41 - $33.30
Hours
Monday through Friday - 8:30 a.m. - 5:30 p.m.

The schedule may vary due to event needs. Some evening, weekend and holiday work will be required based on business needs.

Exempt-level position.
Job Close Date 10/07/2024 Type of Posting External Department Building Services Regular/Temporary Regular Grant Funded or Pooled Position Not Applicable Category Professional Location 6310 Wilhelmina Delco Drive, Austin, TX 78752 Preferred Qualifications
Preferred Experience:

• Experience in a public assembly/event facility or other related facility/industry.
• Experience working with third-party event vendors such as event, meeting and/or wedding planners, caterers, music and lighting production companies.
• Experience using booking/planning software.
• Experience with preplans/diagrams for coordinating events.
• Technical knowledge and experience with audio/visual equipment, set up, and use.
• Experience customizing meetings per specialized requests.
• Experience with logistics and working with custodians, security, parking needs/requirements and maintenance.
• Proficiency with Microsoft Office Suite including Word, Excel and Outlook.
• Ability to travel to more than one work location.

Duties, Functions and Responsibilities
Essential duties and functions, pursuant to the Americans with Disabilities Act, may include the following. Other related duties may be assigned.


1. Serves as primary department contact with event client after contracting process is completed. Assists in scheduling and booking of events.
2. Conducts and coordinates pre-convention/event meetings to identify client’s expectations/needs.
3. Collects pre-convention/event information to ensure adequate space, personnel, equipment, etc. is available and to develop event work order. Coordinates exhibitions, trade shows, meetings etc.
4. Coordinates planning sessions with parking, security, maintenance, event services, and contracted divisions. Develops/draws diagrams for convention/event set-up. Reviews/inspects work to ensure facility is ready for use. Inspects to accept/reject set-up, equipment, materials, workmanship, etc.
5. Enforces rules/regulations concerning the use of facility and ensure adherence to contractual terms.
6. Confers with representatives of user organizations and contractors (i.e. clients, outside food and beverage, outside audio/visual and decorators).
7. Coordinates the facility/departmental operational services during events. Conducts and coordinate post-convention/event meetings to discuss any client concerns, issues, etc. that occur during the event.
8. Compiles data/information for cash reports, cost estimates, revenue estimates, etc.
9. Writes/drafts routine correspondence, informational reports.
10. Develops and makes presentations to clients, service providers and represent. facility/department as needed. Answers client/citizen questions and provide assistance.

Responsibilities- Supervision and/or Leadership Exercised:

• None.

Knowledge, Skills and Abilities
Must possess required knowledge, skills, abilities, and experience and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed.

• Knowledge of facility and event planning.
• Knowledge of principles and processes for providing customer and personal services.
• Knowledge of Federal, State and Local laws.
• Knowledge of city practice, policy and procedures.
• Knowledge of business and management principles involved in resource allocation, strategic planning, human resources and coordination of people and resources.
• Knowledge of principles and methods for showing, promoting, and selling products or services.
• Knowledge of marketing strategy and tactics, product demonstration, sales techniques and sales control systems.
• Skill in oral and written communication.
• Skill in handling multiple tasks and prioritizing.
• Skill in using computer and related software.
• Skill in planning and organizing.
• Skill in data analysis and problem solving.
• Ability to work with frequent interruptions and changes in priorities.
• Ability to establish and maintain good working relationships with other city employees and the public.

Criminal Background Investigation This position has been approved for a Criminal Background Investigation. EEO/ADA
City of Austin is committed to compliance with the Americans with Disabilities Act. If you require reasonable accommodation during the application process or have a question regarding an essential job function, please call (512) 974-3210 or Texas Relay by dialing 7-1-1.

The City of Austin will not discriminate against any applicant or employee based on race, creed, color, national origin, sex, gender identity, age, religion, veteran status, disability, or sexual orientation. In addition, the City will not discriminate in employment decisions on the basis of an individual’s AIDS , AIDS Related Complex, or HIV status; nor will the City discriminate against individuals who are perceived to be at risk of HIV infection, or who associate with individuals who are believed to be at risk.
Information For City Employees: If you are an employee within the department, are in good standing and meet both the minimum and preferred qualifications, then you will receive an initial interview.

Supplemental Questions

Required fields are indicated with an asterisk (*).
* This position requires graduation with a Bachelor's degree from an accredited college or university with major coursework in Business Administration, Public Administration, Marketing, Liberal Arts or related field plus one (1) year of relevant work experience in a convention center, public assembly/event facility or other related facility/industry. Experience may substitute for education up to the maximum of four (4) years. Do you meet these minimum qualifications?

• Yes
• No

* How many years of relevant work experience in a convention center, public assembly/event facility or other related facility/industry do you have?

• No experience
• Less than 1 year
• 1 - 3 years
• 3 - 5 years
• 5 or more years

* How many years of experience do you have using booking or planning software?

• No experience
• Less than 1 year
• 1 - 2 years
• 3 - 5 years
• 5 or more years

* How many years of experience do you have with preplans and/or diagrams for coordinating events?

• No experience
• Less than 1 year
• 1 - 2 years
• 2 - 4 years
• 5 or more years

* Rate your level of experience with setting up and supporting audio-visual equipment:

• None
• Familiar - Used built-in audio/video systems to mute/unmute microphones and change video sources
• Direct - Set up mixers, speakers, microphones, and video sources for events
• Expert - Configured and deployed distribution amplifiers, performed room equalization, and video mixers

* Which of the following best describes your proficiency with Microsoft Office Suite, specifically with Word, Excel and Outlook?

• No experience
• Basic: create/edit simple documents, spreadsheets, emails, & simple presentations.
• Intermediate: create/edit a variety of documents & spreadsheets; reformat document features such as color, font style and size of text, change page size/width, & filter/sort data fields create a variety of presentations, & reformat individual slides.
• Advanced: create/edit complex documents, spreadsheets, presentations; integrate features such as tables, charts, mathematic formulas, hyperlinks, graphics; data/mail merge, import data from one document to another create/edit complex, professional-quality

* The schedule for this position may vary due to needs and will include different shifts, days, weekends and holidays. Can you work a varied schedule if needed?

• Yes
• No

* Do you have the ability to travel to multiple sites as part of the regular job duties?

• Yes
• No

* This position requires a criminal background investigation (CBI). By selecting the following, you are acknowledging that you understand if you are selected as a top candidate for this position, you will need a successful CBI to be hired.

• I acknowledge and understand this position requires a Criminal Background Investigation.

Optional & Required Documents

Required Documents Optional Documents