Events Services Coordinator

Job Summary

Under direction, is responsible for planning and coordinating events with customers, organizing set-up requirements, and contract services for City facilities. Working conditions are primarily in an office environment. May exercise functional supervision over assigned staff.

Work Location
Henry B Gonzalez Convention Center - 900 E Market Street, San Antonio, TX 78205

Work Schedule
Schedules will vary with shifts being subject to change to include days, nights, weekends, rotating shifts, and holiday shift work schedules as dictated by business needs.

Essential Job Functions

• Ensures each event is provided with qualified services to open facilities, clean premises, complete set-up, and required service items.
• Ensures the availability of all equipment contracted for customer's use.
• Coordinates efforts of caterers, decorators, audio-visual, stagehands, etc., when organizing set-up requirements.
• Assures compliance with all health and safety regulations by personnel participating in a function.
• Prepares various reports and composes correspondence.
• Prepares and assists in collecting billing charges.
• Meets with convention executives and convention planners to promote City facilities for future events.
• Prepares detailed event set-up information for labor crew leaders, sound technicians, and stage hands.
• Coordinates in-house security to ensure contracted areas are open and secured based on needs of the lessees.
• Conducts City facility tours to show prospective clients the availability of suitable space for conventions, shows, meetings, concerts, galas, exhibits, and other functions.
• Performs related duties and fulfills responsibilities as required.

Job Requirements

• Bachelor's Degree from an accredited college or university.

• Experience in managing multiple events for various settings and clients.
• Experience in simultaneously managing multiple high-level projects.

• Unless otherwise stated, applicants are permitted to substitute two years of related full-time experience for one year of higher education or one year of related higher education for two years of experience in order to meet the minimum requirements of the job. One year of full-time experience is defined as 30 or more hours worked per week for 12 months. One year of higher education is defined as 30 credit hours completed at an accredited college or university.
• Applicants selected for employment with the City of San Antonio in this position must receive satisfactory results from pre-employment drug testing and background checks. If required for the position, a physical, motor vehicle record evaluation, and additional background checks may be conducted.
• Please be advised that if selected for this position, information regarding employment history as it relates to the qualifications of the position will be needed for employment verification. Applicants claiming military service to meet the experience requirement for this position may attach a DD214 to the application.
• If selected for this position, official transcripts, diplomas, certifications, and licenses must be submitted at the time of processing. Unofficial transcripts and copies of other relevant documents may be attached to the application for consideration in advance.

Knowledge, Skills, and Abilities

• Knowledge of basic accounting principles and practices.
• Knowledge of caterer's responsibilities to help coordinate all meal functions.
• Knowledge of contractor's guidelines and building policies.
• Ability to operate a computer keyboard and other basic office equipment.
• Skill in utilizing a personal computer and associated software programs.
• Ability to coordinate security for clients.
• Ability to coordinate between service-suppliers and clients.
• Ability to meet work schedules and work independently.
• Ability to plan, coordinate, and implement various types of events and activities.
• Ability to assess the clients' needs and develop a plan suited to meet those needs.
• Ability to interpret and apply City policies, procedures, rules, and regulations.
• Ability to communicate effectively.
• Ability to establish and maintain effective working relationships with co-workers, supervisors, and the general public.