Event Coordinator | Full-Time | The Baylor Club

Position Summary

The Event Coordinator is primarily responsible for overseeing all aspects of the events taking place in the venue, including developing and coordinating 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.

Responsibilities

• Advance each show/event with an appropriate show/promoter representative in a timely fashion.
• Communicates all event information to the appropriate Departments and staff.
• Develop accurate event seating information with the Box Office Manager and Operations Manager and ensure that event set-ups are accurate.
• Communicates in a timely manner with each Department Head regarding specific needs and information for each event.
• Prepares and distributes the Event Data Sheet to all staff and Departments in a timely manner.
• Prepares post-event reports for all events coordinated.
• Meet with facility sports tenants to collect and distribute game requirements and coordinate efforts to produce tenant events.
• Work with promoters and agents to coordinate and facilitate client needs for each event and provide cost estimates as required/requested.
• Preparation of and submission of expenses for event settlement.
• Attend settlement if required.
• Executes other operational duties as assigned.

Qualifications

• 4-year degree from a college or university preferred.
• 1 year experience same or similar position in arenas, convention centers, stadiums or theaters preferred.
• Ability to work flexible and sometimes demanding schedules (including nights, weekends, holidays and extended hours).
• Experience with Microsoft Office products, CAD, and Ticketmaster ticketing software preferred.
• Previous experience with event settlements a plus.

Benefits

• Health, dental, and vision insurance.
• 401(k) savings plan.
• 401(k) matching.
• Paid time off (vacation days, sick days, and 11 holidays).