Event Coordinator

POSITION:      Event Coordinator

FACILITY:       Cincinnati Convention Center  

LOCATION:     Cincinnati, OH  

DEPARTMENT: Events 

REPORTS TO:  Director of Events

FLSA STATUS: Salaried Exempt

LEGENDS GLOBAL

Two powerhouse companies have joined forces to redefine excellence in sports, entertainment, and live events. Together, we combine unmatched expertise with a global reach, offering an end-to-end solution across all areas of venue operations and revenue generation for many of the world’s most iconic brands and venues.

Legends brings a 360-degree, data-driven approach across planning, sales, partnerships, hospitality, and merchandise, working with top-tier clients to deliver exceptional experiences.

ASM Global, the world leader in venue management and live event production, oversees 400+ arenas, stadiums, convention/exhibition centers, and performing arts venues globally.

Our organization is committed to building an inclusive, innovative environment where differences drive solutions that benefit our team members, guests, and partners. Guided by our values of respect, integrity, and accountability, we create a workplace where everyone can succeed. Are you ready to be part of the team that is transforming live entertainment? Join us to make legends happen!

THE ROLE

Under general supervision, the Event Coordinator is responsible for planning, coordinating, and executing events hosted at the convention center, including conferences, trade shows, exhibitions, meetings, banquets, and special events. This role serves as the primary liaison between clients, internal departments, convention center partners, and external vendors to ensure events are executed efficiently, on time, and within budget while meeting client expectations, venue standards, and stakeholder objectives.  

Essential Duties and Responsibilities

• Planning, organizing, and controlling events within the venue as assigned
• Guides clients in preparation of events by interpreting and explaining contract provisions, policies, and procedures.
• Keeps clients informed as to status of deadline schedules, including but not limited to floor plan submissions, meeting room set-up specifications, insurance requirements and other relevant details.
• Create, distribute, and update various working documents for all assigned events, including floorplans, staffing, event work orders, cost estimates, event comparisons, information sheets, etc.
• Conduct client consultations to understand event objectives, requirements, and timelines Coordinate outside service needs with food and beverage contractor, decorators, or other vendors
• Ensure all FF&E requirements are met for each assigned event (i.e., signage/equipment) by providing clear, concise, and timely communication of detailed requirements to operational departments.
• Ensure efficient and effective communication regarding the delivery of services to clients
• Lead and coordinate pre-con meetings with clients
• Participate in non-assigned major event meetings such as pre and post cons
• Actively participate in non-assigned major events as needed
• 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 and partners during production meeting, via email, or phone to ensure appropriate knowledge of concerns affecting the event
• Oversee event setup, execution, and breakdown on event days
• 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 venue in an emergency
• 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 a professional demeanor and generate positive public relations with patrons and staff.
• Provide comments/input to the department during post-event discussions regarding issues that arose during the event
• Prepares costs estimates, monitors final billing, and settles event costs with clients in a timely manner.
• Collect and settle invoices in a timely manner.
• Attends appropriate planning, organization and other event and facility meetings in support of facility operations.
• Manages administrative duties for Event Services, as assigned, including but not limited to management of the digital reader boards, ordering event materials, and maintaining departmental post event survey records.
• Establish and maintain effective working relationships with police, fire, EMT’s and other security personnel and/or safety organizations.
• Handle complaints, disturbances or related problems with the public, staff or clients and promoters.
• Investigate, report, and provide follow-up on incidents including damage or injury to the facility or individuals.
• Work extended and/or irregular hours including nights, weekends & holidays.
• Serves as manager on duty as required.
• Perform related duties as required and assigned.
• Strong organizational and time-management skills

Supervisory Responsibilities

Carries out supervisory responsibilities in accordance with all Legends Global policies and applicable laws. Responsibilities include supervising and coordinating the activities and operations for client services support while serving as the primary liaison between the client, exhibitors and facility departments to process electrical, utilities, cleaning, and telecommunications orders. 

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. 

Education and/or Experience    

• Bachelor’s degree from an accredited four-year college or university in hospitality, business, or related field preferred; or equivalent combination of education, training, and experience.
• In lieu of a degree, 1-3 years of progressively responsible experience in event coordination or hospitality operations may be considered. Convention Center experience is preferred.
• Experience within Facility Coordination is desirable
• PC Windows-based Microsoft Office applications, including Outlook, Excel, Word, and PowerPoint
• Customer service experience is required.

Skills and Abilities

• Superior communication and organizational skills
• Must be highly motivated, self-directed, and have the ability to work in a fast-paced environment
• Able to work nights, weekends, and holidays as needed
• Ability to learn and demonstrate industry terminology, venue capabilities, operational procedures, event coordination, and event related services.
• Handle multiple tasks simultaneously.
• Demonstrate the principles and techniques of supervision, training, budgeting, and other administrative duties.
• Handle conflicts, make common sense decisions, and exercise proper action during high tension and stressful situations.
• Work independently, exercise judgement, and initiative.
• Organize and prioritize work to meet deadlines.  Work effectively under pressure and/or stringent schedule and produce accurate results.
• Remain flexible and adjust to situations as they occur.
• Follow oral and written instructions and communicate effectively with others in both oral and written form.
• Maintain a professional image.
• Maintain an effective working relationship with clients, employees, exhibitors, patrons, and others encountered in the course of employment.
• Tactfully interact with staff, clients, the public, and the hospitality community
• Handle multiple priorities simultaneously.
• Operate modern office equipment, including but not limited to computers, fax, phone, and copy machine.
• Computer knowledge in Microsoft Office and ability to learn and operate event creation software.

Computer Skills                                               

To perform this job successfully, the individual should have intermediate knowledge of Microsoft Office programs (Outlook, Word, Excel, and PowerPoint).  Experience with Ungerboeck Momentus, and AutoCad are a plus.

COMPENSATION

Competitive salary, commensurate with experience, and a generous benefits package that includes medical, dental, vision, life and disability insurance, paid vacation, and 401k plan.

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 sit for long hours; use hands to handle files, type and operate office machines; to talk and hear on the telephone. Specific vision abilities required by this job include close vision to handle office correspondence.
• This position will require a considerable amount of walking, climbing, stooping and possibly heavy lifting. The position requires work in both indoor and outdoor settings.

NOTE

The essential responsibilities of this position are described under the headings above. 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.