Private Events Coordinator

Job description

POSITION: Private Events Coordinator DEPARTMENT: Event Services REPORTS TO: Senior Manager of Event Services FLSA STATUS: Salaried/Exempt Summary Legends Global, the leader in privately managed public assembly facilities, has an excellent and immediate opening for an Event Coordinator for Legends Global/Caesars Superdome | Smoothie King Center | Champions Square. Essential Duties and Responsibilities · Planning, organizing, and controlling events within the facilities as assigned · Create, distribute, and update various working documents for all assigned events, including staffing, event work orders, cost estimates, event comparisons, information sheets, etc. · Ensure efficient and effective communication regarding the delivery of services to clients · Lead and coordinate pre-con meetings with clients as needed · Participate in non-assigned major event meetings such as pre and post cons · Provide turnkey special project research and fulfillment as assigned · Actively participate in non-assigned major events as needed · Supervise all staffing for assigned events · Coordinate with the staffing department to ensure proper placement of necessary team members throughout the facility during events · Coordinate outside service needs with food and beverage contractor, decorators, or other vendors · Coordinate client and facility requirements via external messaging such as video boards, external audio, etc. · Ensure all FF&E requirements are met for each assigned event (i.e., signage/equipment) · Coordinate and participate in proper inspections of the facilities to ensure readiness and compliance with the requirements of the clients prior to hosting the event · Deliver necessary information to event staff during briefing to ensure appropriate knowledge of concerns affecting the event · Attend assigned events to be available to resolve any/all issues that may arise involving clients and patrons · Make immediate decisions and communicate with all users of the facility in an emergency situation · Coordinate with all necessary departments to ensure all areas are properly addressed prior to, and post-event · Maintain the proper image and generate positive public relations with clients, patrons, and staff · Maintain professional demeanor and attire at all times · Provide comments/input to the department during post-event discussions regarding issues that arose during the event Essential Duties and Responsibilities continued: · Assume ownership of all private events upon handoff from the Sales Manager and oversee the successful execution of all logistical aspects through event completion. · Identify, source, package, present, and sell event enhancements and ancillary services to maximize event revenue. · Prepare and process all purchase requests, vendor invoices, settlements, and billing documentation for venue-managed rentals. · Maintain complete, accurate, and up-to-date event records within the CRM, ensuring all event details, communications, and financial information are properly documented. · Develop and maintain premium event enhancement packages and décor offerings to increase client value and revenue opportunities. · Manage assigned events from move-in through move-out, serving as the primary operational contact throughout execution. · Coordinate and assist with event setup, décor installation, staging, and breakdown as needed. · Organize and maintain the event décor inventory and storage areas. · Coordinate vendor logistics, including scheduling, move-in, installation, event operations, and move-out, ensuring compliance with venue policies. · Collaborate with the Sales team to develop timely and accurate event cost estimates for proposals and client presentations. · Generate, maintain, and analyze CRM reports to support sales forecasting, operational planning, and event management. · All other duties as assigned Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. · Must successfully pass a criminal background check · Superior communication and organizational skills · Must be highly motivated, self-directed, and can work in a fast-paced environment · Able to work nights, weekends, and holidays as needed Education and/or Experience · Bachelor’s degree or equivalent work experience, plus 2-3 years’ experience with increasing levels of responsibilities in the facility industry · Experience within Facility Coordination is desirable · PC Windows-based Microsoft Office applications, including Outlook, Excel, Word, and PowerPoint Certificates, Licenses, Registrations · Must possess a valid Louisiana Driver’s license at the time of appointment and throughout employment Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to move around the facility; to stand for long hours during events; talk and hear. This position may require work inside or outside of the building, as needed by events. Note The essential responsibilities of this position are described under the above headings. They may be subject to change at any time due to reasonable accommodation or other reasons. Also, this document in no way states or implies that these are the only duties to be performed by the employee occupying this position. Legends Global is an Equal Opportunity/Affirmative Action employer, and encourages Women, Minorities, Individuals with Disabilities, and protected Veterans to apply. VEVRAA Federal Contractor.