Overview

The Event Coordinator for the Miami Beach Convention Center & City Center Campus (Pride Park, Collins Canal Park, Rum Room, and Venu) is responsible for overseeing administrative functions for the Events Services Department. The Event Coordinator is mainly to provide administrative support for the Event Management, Event Operations, & Technical Operations. This position is responsible for assisting in the management of small events up to 500 attendees and act as the primary contact in coordinating City of Miami Beach sponsored events, and campus event needs with venue staff, to ensure pre-planning, show days, and move-out are executed.

This role will pay a salary of $23 to $25.

For FT roles: Benefits: Health, Dental and Vision insurance, 401(k) savings plan, 401(k) matching, and paid time off (vacation days, sick days, and 12 holidays).

Job posting to expired in 90 days on 7/25/2024

Responsibilities

• Perform various administrative functions such as preparation of Event Services Database to include Event Management, Event Operations and Technical operations documentation.
• Organization of Event Files, Momentus Event Database, Purchase Orders, Maintaining Standard Operating Procedures; prepare and distribute Weekly Production Reports; attend weekly Event Services Department Meetings; maintain Department folders with all historical and current information.
• Serve as the Event Coordinator for internal special events and City of Miami Beach sponsored events.
• Consult with clients to determine objectives and requirements for 500 attendee or less events.
• Meet with clients, partners, and vendors to plan scope and format of events, to establish event procedures and progress.
• Plan and develop event resumes, pre-con agendas, post-event reports for services according to client requirements.
• Create event resume detailing specifics of events logistics and distribute to all appropriate departments also notifying Senior Staff when events will affect them directly.
• Maintain comprehensive database of client information and all active vendors.
• Coordinates services for events, such as set-up, catering, audio visual, telecommunications, union labor, signage, transportation, event security, etc.
• Other duties and responsibilities as assigned.

SUPERVISORY RESPONSIBILITIES:

This position does not have any direct reports. Carries out supervisory responsibilities in accordance with OVG’s policies and applicable laws.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Education and Experience:

• degree from four (4) year College in Business Management or equivalent preferred.
• High School Diploma or equivalent; some college work in business or hospitality preferred.
• Two to three years of experience with events coordination or events support.
• Working knowledge of the principles of venue management, services and equipment for a similar facility.

Skills and Abilities:

• Exceptionally detail oriented; able to prioritize work; handle multiple projects at a given time with follow through to completion.
• Excellent written, verbal, and organizational skills; communicates well within department and other departments as needed.
• Ability to occasionally work nights, weekends and holidays as needed based on the Event Services Department.
• Main liason within the Event Services Department to maintain Momentus database.
• Bi-lingual English/ Spanish highly preferred.

Computer and Technology Skills:

• Demonstrated proficiency with Microsoft Office Suite (MS Word, MS Excel, MS PowerPoint and MS SharePoint and MS Outlook), Adobe and be familiar with a variety of office equipment.
• Knowledge of Momentus preferred.

Certificates, Licenses and Registrations:

• No certifications are required.

PHYSICAL DEMANDS:

These physical demands are representative of the physical requirements necessary for an employee to successfully perform the essential functions of the Event Coordinator job. Reasonable accommodation can be made to enable people with disabilities to perform the described essential functions of the job. While performing the duties and responsibilities of the Event Coordinator job, the employee is required to talk and hear. The employee is often required to sit and use their hands and fingers, to handle or feel. The employee is occasionally required to stand, walk, reach with arms and hands, climb or balance, and to stoop, kneel, crouch or crawl. Vision abilities required by this job include close vision. The employee is required to be mobile within the Convention Center and maneuver throughout the Convention Center facility to attend meetings, briefings, and photo or video shoots. The employee must occasionally lift and/or move up to 50 pounds.

WORKING CONDITIONS:

While performing the duties and responsibilities of the Event Coordinator, these work environment characteristics are representative of the environment the Event Coordinator will encounter. Reasonable accommodations may be made to enable people with disabilities to perform the essential functions of the Event Coordinator job. Incumbent works in an office setting with minimal adverse exposure to environmental hazards. The noise level in the work environment is usually quiet to moderate. Frequent computer uses at a workstation. Frequent interaction with employees, clients, vendors, and the general public via email, telephone, delivery correspondence, and/or face-to-face. While maneuvering throughout facility and on the show floor, employees may be exposed to moving mechanical parts and equipment, such as forklifts and electric carts, as well as loud noises originating from the use of individual and multiple quantities of mechanical equipment. The employee is occasionally exposed to exhaust fumes and airborne particles.

DRESS CODE:

In order to project dignity and decorum expected by the public, appropriate dress and good grooming are expected of all employees.