Events & Hospitality Logistics Coordinator at Benedictine College

Department: Events Management / Operations Job Status: Full-time FLSA Status: Exempt Reports To: Director of Events and HospitalityWork Schedule: Days nights weekends some holidays Amount of Travel Required: MinimalPositions Supervised: Seasonal workersPOSITION SUMMARYThe Events and Hospitality Logistics Coordinator assists the Director of Events and Hospitality in all aspects of operating the Events Department at the College including:The Events and Hospitality Logistics Coordinator serves as the primary point of contact for the scheduling planning organization and management of events that take place on the Benedictine College campus. Functions as the main college representative to internal and external groups who utilize any college facility for an event. Supports the Event Management Committee to ensure college facilities are properly set up and equipped for each event the event is staffed accordingly and monitors the logistics of these events.The Events and Hospitality Logistics Coordinator must have a love for special events provide outstanding customer service be an enthusiastic professional and be able to build relationships with internal and external customers. Must have excellent communication skills attention to aesthetic detail understanding of Benedictine hospitality be able to multitask think creatively think on their feet and troubleshoot problems.The Events and Hospitality Logistics Coordinator must have the ability to visualize an event from start to finish including the steps that need to be taken to successfully accomplish the event. Must be able to anticipate event needs discern work priorities and meet deadlines with little supervision. Responsible for coordinating the requests of internal and external groups utilizing College facilities including being physically present on campus before during and after events.RequirementsESSENTIAL FUNCTIONS1. Event PlanningComplete Event Request Forms submitted by internal and external groupsManage all campus events in EMS our facility usage management systemManage the Event Department SharePoint site including training of usersUpdate campus master calendar and posted room usage schedulesCoordinate appointments to tour campus facilities for event related purposesProvide assistance and information to faculty staff student and outside groups regarding facility useMaintain contact with clients via telephone e-mail written correspondence and personal meetingsRepresent the college in a public relations / liaison capacity on matters relating to events and at departmental meetingsRecommend to Event Management Committee approval or denial of facility usage for specific events when appropriateManage usage agreement negotiations for external groupsAggressively gather information on each event to achieve quality results2. Event Set-upCreate and revise room layouts for each event as neededCoordinate usage of audio-visual equipment and other IT requests with A/V and IT support personnelCreate room assignments and maintain accurate occupancy records for event groupsOrganize distribute collect and secure all building keys and access cards as neededInspect event spaces and meeting areas used by guests before and after each usage to confirm spaces are ready and properly equipped to host events.Coordinate physical maintenance of event spaces as required Finalize event requirements including table arrangements and number and nature of support personnel needed such as housekeepers security guards food service personnel etc.3. Event Management / Follow-upConduct efficient registration processes for each event groupEnforce applicable college regulations and policiesMake or arrange for last-minute adjustments in room setup equipment requests and personnel needsAttend events to facilitate logistics and respond to last minute requests emergencies problems etc.Ensure all aspects of events are implemented and controlled according to plansManage on-site production and clean up for eventsEnsure facilities are returned to their original conditionPerform surveys to evaluate customer satisfaction4. ConferencingProvide hotel level service for overnight guests (i.e. stocking toiletries and replacing bedding/flipping rooms) and serve as conciergeSupervise seasonal summer conference workers (up to 4 Student Summer Leaders and up to 20 Summer Workers)Create housing assignments and maintain accurate occupancy records for event groupsPrepare nametags materials notebooks packages gift bags registration lists seating cards etc.Organize distribute collect and secure all residence hall room keys Inspect residence halls and other meeting areas used by guests before and after each usage5. Billing / Budget ManagementCoordinate with the Business Office to invoice groups and complete checkout and payment procedures upon their departureAssess losses and damage charges after each visitOversee department budget to ensure goals are met6. Administrative TasksDevelop and maintain comprehensive standard operating procedures / checklists to streamline event management and simplify planning and coordination of eventsChair the weekly Event Management Committee meetings including agenda and minutes preparationPropose new ideas to improve the event planning and implementation processHire train and supervise staff of student and seasonal employeesMaintain inventory of department equipmentOther duties as assignedPOSITION QUALIFICATIONSCompetency StatementsAccountability - Accountability looks at the extent to which an individual is willing to accept responsibility.Accurate - Accuracy looks at the extent to which an individuals work is correct and error free within company policies and guidelinesCustomer Oriented - Customer orientation implies a desire to serve both external and internal clients by focusing effort on meeting the clients needs understanding their concerns and seeking to build trust.Detail Oriented - Detail orientation looks at the ability of the individual to pay meticulous attention to all aspects of a situation or task no matter how small or seemingly unimportant. This competency asks the question How well do youOrganized - Organizational skills looks at the ability of the individual to be structured and methodical in working skills. This competency asks the question Is your working style neat and disciplinedTime Management - Time management skills looks at the ability of the individual to effectively utilize available time for the completion of necessary job tasks.Working Under Pressure - Working under pressure looks at the ability of the individual to maintain composure when exposed to stress.EducationCollege degree preferred with an emphasis in public relations marketing management or event coordination. High school diploma required.Computer SkillsMust be proficient using the computer including Microsoft Office and possess the aptitude to learn new computer software programs.PHYSICAL DEMANDSPhysical AbilitiesStand FWalk FSit FHandling / Fingering FReach Outward OReach Above Shoulder OClimb OCrawl OSquat or Kneel OBend OPush / Pull12 lbs or less F13-25 lbs O26-40 lbs O41-100 lbs OLift /Carry10 lbs or less F11-20 lbs F21-50 lbs O51-100 lbs NOver 100 lbs NN (Not Applicable) Activity is not applicable to this occupation.O (Occasionally) Occupation requires this activity up to 33% of the time (0 - 2.5 hrs/day)F (Frequently) Occupation requires this activity from 33% - 66% of the time (2.5 - 5.5 hrs/day)C (Constantly) Occupation requires this activity more than 66% of the time (5.5 hrs/day)EOERequired Experience:IC Key Skills Shipping & Receiving,Inventory Control,Data Entry,AS400,Transportation Management Systems,EDI,Microsoft Outlook,Warehouse Experience,Office Experience,Dispatching,Microsoft Excel,Logistics Employment Type : Temp Experience: years Vacancy: 1