Overview

The Event Coordinator is primarily responsible for overseeing all aspects of the events taking place in the venue including developing, coordinating, and supervising all event related activities key to the operation of the facility including but not limited to maintaining security staffing plans, labor management, collection and distribution of event information from promoter/show representatives/sports teams, billing preparation/support, customer service representation to our guests and logistics of departmental activities relating to events.

This role will pay an hourly rate between $18 to $22.

Benefits for PT roles: 401(k) savings plan and 401(k) matching. Also, OVG provides part-time, seasonal, and internship employees with one hour of accrued paid leave per 30 hours worked, up to 48 hours per year.

This position will remain open until August 31, 2024.

Responsibilities

• Communicates all event information to the appropriate Departments and staff
• Ensures that event set-ups are accurate with Operations Director and or Operations Supervisor
• Communicates in a timely manner with each Department Head regarding specific needs and information for each event
• Prepares and distributes Event Data Sheet to all staff and Departments in a timely manner
• Prepares post event report for all events coordinated to Event Manager
• Coordinating multiple events at one time
• Completing tasks such as answering phone calls, emails and filing paperwork
• Work concisely with Event Manager when adjusting plans and events based on clients’ feedback and needs
• Serves as liaison between facility and tenants
• Explains policies and procedures to tenants and the public.
• Receives and responds to complaints from tenants and the public or refers them to the Event Manager.
• Update show calendars on a periodic basis.
• Interacts with other co-workers in a courteous and professional manner.
• Assures that the event areas are set-up in accordance with lessee agreements, safety, fire, and health codes.
• Notifies Event Manager of equipment in need of repair or replacement.
• Inspect facilities to ensure they are being maintained properly for events
• Work with other department directors in a variety of tasks
• Be aware of the location and use of emergency alarms and equipment; follow established procedures in case of fire, disorder or any other emergency situation
• Observe general public; provide generalMaintain a high degree of visibility and professionalism
• Other duties and responsabilities as assigned

Qualifications

Experience:

• Experience with Microsoft Office products, CAD 

Education / Training:

• Must be 18 years of age or older
• High school diploma, or equivalent GED
• Two years experience in a related field highly desirable

Licenses or Certificates:

• Possession of, or ability to obtain a Texas driver’s license

OTHER CHARACTERISTICS:

• This is an event-based position with no minimum number of hours guaranteed. Work schedules are determined by event activity and availability sheet
• Must be able to stand and walk for long periods of time
• Must be able to work a flexible schedule including early mornings, days, evenings, overnights, weekends and holidays
• Able to perceive the needs of facility tenants
• Knowledge of audio‑visual equipment and its uses.
• Principles and methods of setting up and tearing down events and of the housekeeping/cleaning techniques of a large public facility, exhibiting, and show utilities (i.e., special lighting, booth wiring, compressed air, etc.)
• Able to manage time wisely.
• Ability to work effectively in a service-oriented environment.
• Establish and maintain effective working relationships with tenants, other employees, and members of the public.
• Coordinate and satisfy the requirements for multiple events occurring simultaneously.
• Knowledge of fire and safety regulations.
• Proficient knowledge of Microsoft Office, Word, Excel, PowerPoint, and AutoCAD