Essential Duties & Responsibilities:
1. Answer phone, email and respond to client inquiries
2. Book events in Event Management Program (EMP) and update as information is received
3. Create and maintain event buckets and files
4. Create order forms and distribute to general service contractors and clients
5. Obtain and confirm general service contractor move-in, exhibitor, show open and tear out hours
6. Obtain current and up-to-date floor plans
7. Obtain current and up-to-date exhibitors lists and import into EMP; enter individual exhibitor information and update as necessary
8. Enter and process exhibitor utility orders received via fax, email, mail and through on-line ordering
9. Collect payment for services before, during and post event
10. Review and request additional information from exhibitors to meet their electrical needs prior to arrival at show site
11. Communicate regularly with client and decorator to obtain all event relevant information
12. Mark utility orders to the floor plan
13. Communicate with all members of electrical staff regarding orders, floor plan, scheduling, installation, onsite production and dismantle
14. Produce exhibitor and show management work orders
15. Produce and distribute relevant utility delivery lists before move in
16. Obtain and enter show management and/or general service contractor utility requirements
17. Audit orders and show files to ensure accurate data entry
18. Attend planning, operations and pre-con meetings as needed
19. Manage and provide customer service onsite at exhibitor service desk and/or labor desk
20. Interact with exhibitors on show site to ensure a successful installation and tear out
21. While onsite process new and revised orders, collect funds, create work orders and assign an electrician to complete the work
22. Onsite distribution of “no order” on file notices and final invoices
23. While onsite conduct a booth audit and collect funds if necessary
24. Enter all completed exhibitor and show management work orders at show site and process all final payments
25. Provide tear out delivery list and floor plan to foreman
26. Present show management invoice, obtain signature and payment
27. Organize information and take back to office
28. Reconcile paperwork, run reports and submit the event file and paperwork for final approval
29. Travel and assist branch offices when necessary
30. Other duties as assigned
The Event Services Coordinator is an entry level position. Primary responsibilities include assisting to obtain and manage the information required to provide temporary utility services for trade shows, conventions and special events.
Education and/or Experience:
High School diploma or general education degree (GED); or one year related experience and/or training; or equivalent combination of education and experience.
Ability to read and interpret documents such as procedure manuals, work instructions, software manuals. Ability to write routine reports and correspondence. Ability to speak and communicate well with co-workers and customers
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with issues involving several concrete variables in standardized situations.
Other Skills and Abilities:
Must be familiar with current software packages such as Microsoft Word, Excel and Outlook. Ability to pay attention to detail while working in a fast-paced office and convention center, hotel or fairground environments.
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. Individuals may need to sit or stand for long periods of time and as needed. May require walking primarily on a level surface throughout the day. Reaching above shoulder heights, below the waist or lifting as required to file documents or store materials throughout the work day. Proper lifting techniques required. May include lifting up to 25 pounds of files on occasion.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The performance of this position may occasionally require exposure to cold and hot temperatures, depending on the job location (convention center, hotel or fairgrounds). For the most part the typical office environment includes ambient room temperatures, lighting and traditional office equipment.
Working early mornings, evenings, weekends and holidays is required to prep and service events. Due to the last minute nature of the work schedules are subject to change with very little or no notice.
The amount of travel is dependent upon the business need.
Reliable transportation is required due to varied hours and work locations.