Event Services Specialist - Coppell Arts Center

Basic Function

Under the general direction of the City of Coppell’s leadership and the Special Events Supervisor, the Events Services Specialist will assist the Special Events Supervisor in the coordination of the special events and private rental events at the Center. In addition to coordination, position will also be responsible for setup, facilitation, to execute events and exhibitions in the Arts Center. Demonstrated experience in hospitality, customer service and food a beverage a plus. Position must have the ability to work collaboratively with Arts Center staff, clients, resident company artists, touring production staff and guest artists in a diverse environment. Position will also participate in other duties as assigned by their supervisor.

Essential Job Functions

-Responsible for managing the development, planning, preparation and execution for special and private rental events this would include being the lead on select events

-Oversees the vendor process to include but not limited to event supplies/entertainment, includes getting vendor quotes, artist hospitality, creating rental contracts, floor plans, scheduling and collecting the appropriate paperwork while ensuring on-going communication, vendor payments, and managing those vendors.

-May act as an Event Manager on duty for small and medium events.

Administrative processes, finances, budgeting, creating event concepts, preparing reports.

-Preparing and managing timelines, processing invoices, payments and proposals.

-Purchase, inventory and organize supplies used for events.

-Participating in set up and strike of special & private rental events.

-Manage materials and signage needed for event production to include creating signage and working with sign vendor.

-Serve as a liaison between city departments and community organizations in the coordination of special and private events. Also serve on department committees that benefit and support the Parks Department as a whole.

-Manage on-site production to ensure smooth execution of events including troubleshooting and clean up. Determine event staffing levels and oversee internal and external work crews before, during and after events.

-Present follow up reports from events to Special Events Supervisor and make recommendations.

-Maintain accurate databases and files for events and perform a variety of administrative activities including filing financial paperwork for records and payment processing.

-Works in a fast paced, multi-tasked environment.

Utilizes exceptional customer service skills while providing a safe environment at events.

-Must be a team player, self-starter and creative thinker. Have the ability to be flexible working on multiple events at a time.

-Must be detail orientated and exhibit exceptional organizational skills.

-Responsible for regular attendance and arriving to work on time.

-Also, other duties as assigned required to execute live events at the Center.

-This position will require evening and weekend hours.

Minimum Requirements

Experience

Event Staff must have or be pursuing a Bachelor's Degree in Public Relations, Hospitality, Marketing, Tourism, Recreation, Event Management or related field. Candidates that have a degree and relevant experience will be given preference. Experience working in a fast paced, flexible environment is preferred. In addition, must have a valid Texas Driver’s license because essential job functions may require travel to various sites within and outside the City.

Skills/Abilities

The Event Services Specialist must be knowledgeable in customer service, and event planning. This employee must possess the ability to effectively plan and prioritize tasks. Essential job functions require the ability to operate a personal computer with a variety of software applications, perform repetitious office tasks on a routine basis, and prepare reports, correspondence, and other documentation. The ability to effectively communicate with City officials, employees, and members of the general public, using the English language verbally and in writing is essential. Bilingual is a plus.

Working Conditions

The Event Services Specialist performs approximately 65% of essential job duties in the municipal office environment, with the remaining 35% consisting of evening and weekend shifts during Center events. This role requires occasional travel to various locations within and outside the City.

Leadership Relationship

The Event Services Specialist reports directly to the Events Services Supervisor.


Salary: $22.49 Hourly