EVENT COORDINATOR

This position is charged with responding to business opportunities from within assigned markets, and actively selling the facilities and services of the UGA Center for Continuing Education & Hotel (the Georgia Center) as well as coordinating the Georgia Center's fulfillment of promises detailed in Agreements and Banquet Event Orders. Success is measured by reaching both individual and team goals and successfully working with others at the Georgia Center to provide our customers exemplary service.

*Hospitality Event Coordination (strongly preferred) or Hospitality Sales or Front Desk experience; will consider applicants with experience in Event Coordination from other business to business service industries

*Preference given to candidate with documented success in up-selling/securing repeat bookings

*Strong communication skills including both oral (in person and phone) and written

*Possess organizational and time management skills including the ability to handle multiple projects simultaneously while consistently documenting communications with client

*Ability to successfully meet the public and create a favorable impression of the Georgia Center; excellent customer service skills

*Ability to work independently and with initiative, within departmental guidelines, to fulfill our contractual obligations

*Ability to demonstrate a strong work ethic and support a positive work environment

*Proficient in use of Windows Office Suite; internet research skills

*Ability to review and understand basic financial reports, invoices, bills and statements

*Data management experience including use of PMS, CRM and/or Event/Facility management systems strongly preferred

*Valid driver's license

*Lift items up to 30 pounds (i.e. boxes/exhibit displays, etc.), sit at a computer, walk, and climb stairs.

Sales and Event Coordination:

a.For events including minimum or no hotel use (day events), the Event Coordinator is charged with qualifying the business opportunity, researching facility availability and our ability to service, analyzing profitability, preparing proposals, and negotiating the terms of Agreements. All proposals and agreements shall be issued in compliance with University and departmental guidelines.

b.For events involving hotel room blocks (multi-day events), the Event Coordinator serves as the client's primary Georgia Center contact, post Agreement. The Event Coordinator shall effectively communicate with other departments to coordinate the fulfillment of our promised services. Coordination includes, as applicable, oversight of hotel reservations and room block management, assisting with menu selections, determining and communicating meeting room set-ups and audio visual requirements, overseeing set-up and event registration management, and the sale and oversight of vendor/exhibitor sets.

c.For limited assigned accounts/events, the Event Coordinator may also be charged with serving as the primary contact for an account and, in addition to the above responsibilities, shall proactively solicit the client for future business and bear responsibility for the research, negotiation and sale of varying sized events.

Administrative:

a.Create and maintain accurate client records, utilizing the Georgia Center's CRM and PMS.

b.Book events into the Georgia Center's Event Management System.

c.Create and maintain accurate business records and reports of activities, and actively participate in professional organizations and educational opportunities, as directed.

d.At the event's conclusion, complete an in-house evaluation and communicate as appropriate to the Sales Professional and other departments recommendations for future events e.g.: reduction in blocks, increase in space holds, etc.

Event Support:

a.Provide on-site event support. Such support will include but not be limited to meeting with the client, checking room sets, A/V and banquet orders, ensuring the client is aware of locations of different activities and provided with contact information should they be in need of any additional support during their event.

b.Event Support may include work on team member's events and outside of the Monday-Friday, 8-5 norm.

c.Work collaboratively with the Event Service and Banquet teams, providing timely and accurate information relating to room sets, A/V needs, and food functions, to ensure the successful execution of the event.

Prospecting and Qualifying:

a.Throughout the interaction with client, seek out additional business opportunities for the Georgia Center, document them in the CRM and communicate them, as appropriate, to the Sales Professional for follow-up.

b.Introduce the client to other applicable and available Georgia Center services (Registration Services, Graphic Design, and Exhibition Services). Service as applicable.

c.Support departmental projects which may include solicitation of business from markets other than those for which you are directly responsible.

Accounting/Reports (5%):

a.Secure applicable deposits and remit, along with appropriate tax documentation, to business services for processing. Review, ensure accuracy, and approve for processing by business services, all financial documents related to the event's billing including but not limited to BEOs, invoices, and honoraria.