- Salary
- $61k – $75k/yr
- Location
- City of Santa Monica, CA, CA, US
- Education
- Associate
- Source
- GovernmentJobs
Description
Assists an Event Coordinator and/or other staff in planning and coordinating the most complex events within the Division. May assume responsibility for planning and coordinating less complex events, including those which are limited to one location, take place on one day, and require fewer administrative details.
Responds to client and patron inquiries and assists potential clients in achieving their desired event goals. Conducts tours for prospective clients.
Assists in the implementation of marketing and sales strategies for City venues.
May prepare and compose a variety of written materials including proposals, permits, invoices, reports, scaled diagrams, brochures, calendars, event billing and cost estimates and other documents pertinent to venue services.
Files and maintains a variety of records, forms, documents, and correspondence. Develops and maintains recordkeeping systems and performs data entry as assigned.
Coordinates with operations staff and confirms scheduling of events.
May serve as the liaison between the venue, client and patrons, and ensures compliance with terms of the contract, City policies and procedures, City, County and State fire and health regulations and safety codes while maintaining a high level of customer service.
Remains accessible during assigned events, responding to and resolving event problems or complaints from clients and patrons, maintaining a high level of customer service.
Receives and records guest/client complaints. Assists the Sales and Marketing Coordinator in resolving client disputes and discrepancies.
Exercises technical and/or functional supervision of operations staff, as assigned.
Provides clerical support for supervisory and administrative staff.
Performs other related duties, as assigned.
Knowledge, Skills and Abilities:
Knowledge of:
Principles and practices of event management.
Event scheduling and booking principles and procedures.
Record keeping, accounting and cash handling techniques.
Business English, spelling, punctuation and grammar.
Modern office procedures, practices and equipment.
Effective customer service techniques.
Ability to:
Effectively present information and respond to questions from clients, patrons, City staff and the public.
Establish and maintain a cooperative working relationship with event organizers, City employees, various businesses and agencies and the general public.
Function independently and as a member of a team, often under pressure.
Monitor the quality of service provided to clients and make recommendations regarding improvements in order to retain and attract clients.
Work within tight, frequently changing, multiple deadlines.
Maintain accurate, accessible correspondence and financial records.
Provide effective customer service.
Maintain confidentiality.
Skill in:
Using a personal computer and applicable software applications.
Working effectively with persons from diverse social, cultural and economic backgrounds.
Education, Training and Experience:
Graduation from high school or the equivalent.
Three years of recent, paid work experience performing guest relations in the hospitality industry is required. Experience must include heavy public contact. An Associate's degree (or 60 semester units at an accredited college or university) may substitute for one year of the required experience. Experience coordinating events in a public or private community-oriented assembly facility is desirable.
Licenses and Certificates:
Possession of a valid Class C driver license.
Please note the request for reasonable accommodations must be made to Human Resources at least three work days prior to the examination.
Testing may consist of the following:
Practical Test: Qualifying (Microsoft Word and Excel)
Oral Interview
WORKING CONDITIONS:
The work is regularly performed in a fast-paced work environment with many interruptions from telephones, employees and the public. Responds to emergency situations related to events. Frequently responds to inquiries and complaints from clients, patrons, and staff. Requires the ability to work a flexible schedule, including late nights, early mornings, long days, weekends and holidays. Physical demands include walking, standing, kneeling, bending, reaching and lifting up to 25 lbs., exposure to outdoor elements, noise, dust, and seasonal weather conditions.
