Job Description

Job Description

Job Description

Job Title: Administrative Event Coordinator

Department: Events

Reports To: Manager of Conference & Events

Hourly Wage: $18.00, Non-Exempt, Part-Time/Year Round

(Weekends and Evenings as Needed – Season vs. Off-Season Duties may Vary)

Position Summary: The Lakeside Association is seeking an Administrative Event Coordinator to work with the Manager of Conference and Events and perform tasks and services that will support effective and efficient operations of the organization’s Events Department.

Essential Duties and Responsibilities: *Seasonal Only

• Collect payments for all events : Oversee the timely and accurate collection of payments for all events, ensuring that financial transactions are processed efficiently.
• Run and record all advanced deposit payments : Manage and document all advanced deposit payments, ensuring proper allocation and recording for event planning and budgeting purposes.
• Run and record all revenue forms and corresponding payments : Accurately process and record all revenue forms and associated payments, maintaining up-to-date financial records.
• Correspond and follow-up with clients on all payment details : Maintain clear and professional communication with clients regarding payment details, including the collection of payments and verification of proof of payment.
• Manage catering event schedule : Organize and maintain the catering event calendar, ensuring all events are properly scheduled and all requirements are met.
• Create Event Work Orders based on client’s needs : Develop detailed Event Work Orders based on the client’s specifications, ensuring all logistical and operational details are accurately captured regarding the room layout and other important venue details
• Create Event Work Orders based on co-worker’s needs : Prepare Event Work Orders as requested by co-workers, facilitating smooth collaboration and operational efficiency in regards to setup and room layout
• Obtain details for work orders for each event : Collect all necessary information for work orders, ensuring that every event is fully documented and organized for execution.
• Organize and track all work orders : Systematically track and manage all work orders, ensuring they are completed on time and aligned with event requirements.
• Create and update informational binders for Event Staff : Prepare and maintain comprehensive informational binders for event staff, ensuring all relevant event details and instructions are readily available.
• Input Catering Menus into Event Software : Accurately input catering menus into the Event Software, ensuring menus are updated and easily accessible for event planning.
• Copy, scan, and file paperwork : Perform general administrative duties, including copying, scanning, and filing essential event documentation to maintain organized records.
• Keep record of all sent and returned contracts : Maintain an organized record of all contracts sent and returned, ensuring all documentation is complete and up to date.
• Check voicemails daily and conduct follow-up with Event Manager : Monitor and respond to voicemails daily, collaborating with the Event Manager to address any client inquiries or event-related matters.
• Assist with all major projects and special events as assigned : Provide support for major projects and special events as needed, contributing to the success of key initiatives.
• Update office calendar on a monthly basis : Regularly update the office calendar to reflect all event schedules, deadlines, and key office activities.
• Run reports from Event System as needed : Generate and analyze reports from the Event System as required to support event planning and decision-making.
• Check events mailbox daily and manage items accordingly : Regularly check the events mailbox, ensuring all incoming communications are addressed promptly and appropriately.
• Input assigned events into the Event System : Accurately enter all assigned events into the Event System, ensuring all event details are documented and tracked for follow-up.
• Provide high-quality customer service to all clients : Deliver exceptional customer service by addressing client needs and ensuring a positive experience throughout the event process.
• Assist in event setups and other details as needed : Provide on-site support during event setups and assist with additional event-related tasks to ensure seamless execution.
• Manage group housing complaints and feedback : Address group housing concerns and feedback in a professional manner, working closely with the Hotel General Manager to resolve any issues.
• Coordinate with Hotel General Manager on Group Housing Cleaning Schedule : Collaborate with the Hotel General Manager to establish and maintain an efficient group housing cleaning schedule.
• *Create Group Gate Pass Tickets for each event : Design and issue Group Gate Pass Tickets for each event, ensuring tickets are accurately prepared and distributed.***
• *Print all Group Gate Pass Tickets and administer per customer’s request : Print and distribute Group Gate Pass Tickets as per client specifications, ensuring smooth access for all attendees.***
• *Coordinate weekly with Gate Supervisor on groups utilizing group rate passes : Work closely with the Gate Supervisor on a weekly basis to track and manage group usage of rate passes.***
• *Create Seasonal Event Team Schedule : Develop and maintain the Seasonal Event Team schedule, ensuring optimal team coverage for all events.***
• *Coordinate all Pool Parties with Recreation Director : Collaborate with the Recreation Director to plan and execute all pool parties, ensuring a well-coordinated and enjoyable guest experience.***
• Other duties as assigned : Perform additional tasks as requested, supporting the team and organization’s overall objectives.

Required Skills and Abilities:

• Excellent organizational skills and attention to detail.
• Excellent communication and customer service skills.
• Time management skills with ability to meet deadlines.
• Proficient with Microsoft Office Suite.

Qualifications: To perform this job successfully, the individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and or ability required.

Education and Experience:

• High School Diploma
• Experience in Event Management helpful but not required

Language Skills:

Ability to read and interpret documents such as event contracts. Ability to speak effectively before groups of customers or employees of the operation.

Mathematical Skills:

Ability to apply the basic math concepts.

Physical Requirements:

May have prolonged periods of sitting at a desk and working on a computer. May also be asked to assist with event set-up and must be able to lift 15 pounds at a time.

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