The Events Coordinator IV at the Delphi Center for Teaching and Learning manages all aspects of a portfolio of 200+ events per year, providing exceptional customer service from booking through execution. They collaborate with clients, the ECS team, and third-party providers to ensure seamless events, produce quotes, and maintain detailed documentation. They also contribute to sales efforts and marketing initiatives to achieve the unit's financial goals.

Responsibilities

1. Event Booking (prospects handed off from sales manager; RFPs or other ready-to-book leads; direct repeat business) – 30%
Respond to inquiries and requests for proposals by phone and email. Collaborate with sales manager to ensure a seamless transition from sales to booking to event execution. Provide accurate information and pricing; advise prospects on facilities and capabilities. Conduct tours as needed. Qualify and book events; produce event order confirmations and ensure all documentation is received and stored.
2. Event Management – 50%
Manage all aspects of booked events including room setups, catering menus, AV and technology needs, special services or equipment (linens, staging, additional AV). Enter and maintain current, accurate and detailed event information in Ungerboeck. Consult with the client and communicate/coordinate requirements with all necessary staff/vendors to ensure flawless execution of events. Communicate and ensure compliance with ECS and university policies. Monitor during the event and use independent judgment to troubleshoot and resolve problems. Review catering and other invoices and prepare event for invoicing by business office. Respond to customer complaints or issues and recommend solutions to director as necessary. Assist with contacting client for collection of payment as necessary.
3. Department Support – 20%
Tracking/Reporting - Enter and track in Momentus the disposition (e.g., booked, no sale, in progress) of all RFPs or other inquiries; document reasons for lost business. Proactively contact all previous year’s bookings, at least six months in advance, to inquire about re-booking. Document any catering or AV issues and work with catering coordinator and department director to ensure all problems are managed and corrected.
Marketing/Social Media/Promotions - Actively look for opportunities to post photos of clients/events on Facebook page. Seek testimonials from clients and look for opportunities to tell success stories. Keep in touch with regular customers and look for opportunities to book more business. Actively seek referrals from current customers and forward them to sales manager.
Team Participation - Participate in weekly team meetings, strategic planning sessions and other department meetings. Seek and share ways to improve operations and increase profitability. Other duties as assigned.

Requirements

Bachelor's degree in a related field or an equivalent combination of education and experience. Grade 4 (Hourly)Position Description:

Nice to have

5 years’ direct experience booking and coordinating meetings and events for an event venue
High degree of competence using Microsoft Outlook and Word; basic competence using Microsoft Excel
Experience using Momentus event management software a plus
Experience using Microsoft Visio diagram software a plus

Benefits

Target salary $27.47 per hour
Compensation will be commensurate to candidate experience.