Overview
The Event Coordinator for the Miami Beach Convention Center & City Center Campus (Pride Park, Collins Canal Park, Rum Room, and Venu) is responsible for overseeing all administrative functions for the Events Management Department. This position is responsible for acting as the primary contact in coordinating priority 3 events including internal special events, City of Miami Beach sponsored events, and campus event needs with venue staff, to ensure pre-planning, show days, and move-out are executed smoothly.
This role will pays a wage of $22 to $24.
For FT roles: Benefits: Health, Dental and Vision insurance, 401(k) savings plan, 401(k) matching, and paid time off (vacation days, sick days, and 11 holidays).
Responsibilities
- Serve as the Event Manager for all Priority 3 events, internal special events, City of Miami Beach sponsored events and campus assistance.
- Consult with clients to determine objectives and requirements for events such as meetings, conferences, and conventions.
- Meet with clients, partners, and vendors to plan scope and format of events, to establish event procedures and progress.
- Plan and develop event resumes, pre-con agendas, post-event reports for services according to customer requirements.
- Create work orders detailing specifics of events logistics and send to all appropriate departments also notifying Senior Staff when events will affect them directly.
- Maintain comprehensive database of client information and all active vendors
- Coordinates services for events, such as set-up, catering, audio visual, telecommunications, union labor, signage, transportation, event security, etc.
- Obtains permits from fire and health departments to erect displays and exhibits and serve food at events.
- Conducts post-event evaluations to determine how future events could be improved.
- Provide on-floor management for the Event Services Department on specific events as required, managing room sets, refresh and reset schedules.
- Oversee and manage all client documents including insurance requirements, notices and follow-up.
- Assist with application and training of new software programs for the Event Management Department.
- Manage scheduling of planning meetings, site visits and pre-con meetings.
- Perform various administrative functions such as preparation and managing resume distribution; initiating Event Manager Schedule; prepare, update and distribute monthly Calendar of Events; attend weekly Internal Planning Meetings and prepare minutes; maintain Convention Management Event folder with all current and updated information by coordinating with appropriate departments.
- Other duties and responsibilities as assigned.
SUPERVISORY RESPONSIBILITIES:
- This position does not have any direct reports. Carries out supervisory responsibilities in accordance with OVG’s policies and applicable laws. Responsibilities include assisting with training employees; planning, assigning, and directing work; to employees in conjunction with the Director of Event Management and Guest Services.
Qualifications
Education and Experience:
- High School Diploma or equivalent; some college work in business or hospitality preferred.
- Two to three years of experience with events coordination or events support.
- Working knowledge of the principles of facility management, services and equipment for a similar facility.
Skills and Abilities:
- Exceptionally detail oriented; able to prioritize work; handle multiple projects at a given time with follow through to completion.
- Excellent written, verbal, and organizational skills; communicates well within department and other departments as needed.
- Ability to occasionally work nights, weekends and holidays as needed based on the Event Management Department’s needs.
- Key person within the Convention Management Department to test and facilitate training on Ungerboeck.
- Bi-lingual English/ Spanish highly preferred
Computer and Technology Skills:
- Demonstrated proficiency with Microsoft Office Suite (MS Word, MS Excel, MS PowerPoint and MS SharePoint and MS Outlook), internet and be familiar with a variety of office equipment.
- Knowledge of Ungerboeck, AUTOCAD, Trello, Asana, and Google Workspace preferred.
Certificates, Licenses and Registrations:
- No certifications are required.
PHYSICAL DEMANDS:
These physical demands are representative of the physical requirements necessary for an employee to successfully perform the essential functions of the Event Coordinator job. Reasonable accommodation can be made to enable people with disabilities to perform the described essential functions of the job. While performing the duties and responsibilities of the Event Coordinator job, the employee is required to talk and hear. The employee is often required to sit and use their hands and fingers, to handle or feel. The employee is occasionally required to stand, walk, reach with arms and hands, climb or balance, and to stoop, kneel, crouch or crawl. Vision abilities required by this job include close vision. The employee is required to be mobile within the Convention Center and maneuver throughout the Convention Center facility to attend meetings, briefings, and photo or video shoots. The employee must occasionally lift and/or move up to 50 pounds.
WORKING CONDITIONS:
While performing the duties and responsibilities of the Event Coordinator, these work environment characteristics are representative of the environment the Event Coordinator will encounter. Reasonable accommodations may be made to enable people with disabilities to perform the essential functions of the Event Coordinator job. Incumbent works in an office setting with minimal adverse exposure to environmental hazards. The noise level in the work environment is usually quiet to moderate. Frequent computer uses at a workstation. Frequent interaction with employees, clients, vendors, and the general public via email, telephone, delivery correspondence, and/or face-to-face. While maneuvering throughout facility and on the show floor, employees may be exposed to moving mechanical parts and equipment, such as forklifts and electric carts, as well as loud noises originating from the use of individual and multiple quantities of mechanical equipment. The employee is occasionally exposed to exhaust fumes and airborne particles.
DRESS CODE:
In order to project dignity and decorum expected by the public, appropriate dress and good grooming are expected of all employees.