Job Summary

The Event Operations Coordinator will assist the Facilities Department by managing event software, preparing for all events, and managing the setup of all events.

Essential Responsibilities & Duties

Calendar Management/General:

Review and confirm all events in eSpace.
Review all details, spaces, resources, and services in eSpace to ensure proper setups. Use critical thinking skills to foresee any missing details and communicate with event administrators when needed.
Review and add any event requests scheduled less than 24 hours before the event.
Add new users into eSpace and train when necessary.
Participate in planning meetings by making suggestions, taking notes, or giving updates as needed.
Run hub report every Friday. Create copies so the Custodial Manager, Maintenance Manager, and Facilities Coordinator can ensure HVAC and Building Support are prepared for the events next week.
Sharing with the team any updates regarding upcoming event setups.
Assist in creating a timeline for events at the South Campus.
Mandatory event attendance.
Assist with answering and screening incoming calls for the Facilities cell phone.
Provide support as timeline dispatch at South Campus during events.
Generate work schedule for a minimum 2-week period for Facilities Setup team members.
Assist with HVAC adjustments, as needed.
Assist with management of Work Ticket and Work Order systems.
Assist Facilities Coordinator with loading dock organization which includes, but is not limited to, shipping, receiving, and organization of spaces. This includes staff contact for incoming items and keeping the dock clear for incoming shipments.
Provide assistance to the Custodial Manager with custodial tasks on an as-needed basis.
Perform other related duties not in job description that fits the needs of the Facilities Department

Setup Management:

Setting up event spaces by arranging tables, chairs, and other equipment-based floor plans and event requirements.
Completing daily walk-throughs to ensure accurate and precise setup of all elements.
Scheduling and overseeing the setup team. Ensuring the team is active throughout the day and assigning work list tasks after setups are completed.
Assist setup team with setting up and tearing down rooms as needed.
Ability to lift, carry, and move heavy objects.
Ability to troubleshoot issues that may arise during the setup process.