Event Operations Coordinator

About the role

The Event Operations Coordinator will assist the Facilities Department by managing event software, preparing for all events, and managing the setup of all events.

Responsibilities

• Review and confirm all events in eSpace.
• Review all details, spaces, resources, and services in eSpace to ensure proper setups.
• Use critical thinking skills to foresee any missing details and communicate with event administrators when needed.
• Review and add any event requests scheduled less than 24 hours before the event.
• Add new users into eSpace and train when necessary.
• Participate in planning meetings by making suggestions, taking notes, or giving updates as needed.
• Run hub report every Friday and share copies with the Custodial Manager, Maintenance Manager, and Facilities Coordinator to ensure HVAC and Building Support are prepared for events the following week.
• Assist in creating a timeline for events at the South Campus.
• Attend events as required.
• Assist with answering and screening incoming calls for the Facilities cell phone.
• Provide support as timeline dispatch at South Campus during events.
• Generate work schedule for a minimum 2-week period for Facilities Setup team members.
• Assist with HVAC adjustments, as needed.
• Assist with management of Work Ticket and Work Order systems.
• Assist Facilities Coordinator with loading dock organization, including shipping, receiving, and organization of spaces; contact staff for incoming items and keep the dock clear for incoming shipments.
• Provide assistance to the Custodial Manager with custodial tasks on an as-needed basis.
• Set up event spaces by arranging tables, chairs, and other equipment-based floor plans and event requirements.
• Complete daily walk-throughs to ensure accurate and precise setup of all elements.
• Schedule and oversee the setup team, ensuring the team is active throughout the day and assigning work list tasks after setups are completed.
• Assist setup team with setting up and tearing down rooms as needed.

Requirements

• High school diploma.
• Two (2) years of administrative experience or any equivalent combination of training and experience.
• Called to support ministry.

Knowledge, Skills, & Abilities

• Knowledge of modern office methods and procedures, filing, telephone techniques, and office equipment; as well as English usage, spelling, grammar, and punctuation.
• Ability to understand and control HVAC system.
• Ability to manage physical duties of the job including lifting 40 lbs, bending, pushing, sitting, standing, walking, kneeling, twisting, and reaching.
• Ability to get along well with others and handle confidential matters.
• Ability to manage time and multiple priorities to meet deadlines.
• Ability to communicate effectively and professionally orally and in writing.
• Computer skills including Microsoft Suite (Excel, Outlook, Word, and Teams).
• Must be punctual, pleasant, and tactful with professional appearance and conduct.
• Exhibit professionalism and maintain confidentiality.
• Capacity to interact positively with and provide service to others at all levels within James River Church.
• Ability to establish and maintain effective working relationships with supervising personnel, coworkers, civic organizations, business professionals, and the public.
• Exhibit good judgment, honesty, integrity, responsibility, and punctuality through the utilization of professional work standards.
• Ability to work in a fast-paced environment while meeting critical deadlines.
• Must have strong analytical skills.

Code of Conduct and Character

James River Church is Pastor-led and staff driven with board oversight. James River Church staff are expected and considered to share in the responsibility of practicing and propagating the Christian Gospel message and upholding the doctrine of the church, as stated on the website and in the bylaws. As leaders and ministers of the Gospel, staff therefore agree to the following:

• Develop and maintain a close personal walk with the Lord including:
  • Daily devotional time with the Lord.
  • Daily dependence on the empowerment of the Spirit.
• Develop a strong marriage and family life, including:
  • Communicating and sharing with your spouse.
  • Spending time together on days off and when extra time is available.
• Keep personal finances in order with no delinquencies.
• Attend all regularly scheduled services in the church; special services and functions will be required as deemed necessary by the Lead Pastor.
• Maintain a high level of personal integrity, honesty, and confidentiality in dealing both with the staff and congregation.
• Maintain a Christian outlook and attitude at all times.
• Maintain loyalty to the staff and church, actively promoting unity within the church.