• Administrative Coordinator - Event Center

    Location
    US-NM-Hobbs
    Department
    Event Center
    Starting Rate
    USD $16.24/Hr.
  • Overview

    Team up with Lea County!

    What do we do?

    Our purpose is to make a difference in the community, to make Lea County a better, safer, and more enjoyable place to live. And it’s our employees who make that happen. Our employees serve in positions as diverse as clerk, administrative assistant, accountant, attorney, detention officer, engineer, IT professional, maintenance technician, mechanic, heavy equipment operator, law enforcement officer, supervisor, and manager, to name only a few.

    What do we have to offer you?

    Challenging opportunities to serve your community and make a difference, a diverse and dynamic work environment, plus a full range of benefits; including competitive pay, professional development opportunities, health, vision and dental insurance, vacation, holidays, sick, and military leave time, a retirement program, and more.

    What can you bring to us?

    In order to meet tomorrow’s changing realities, we are constantly seeking outstanding employees who can help us improve our systems, processes, and technologies - today. 

     

    Essential Duties

    ESSENTIAL DUTIES:

     

    • Regular attendance is an essential function of this position.

     

    • Under the direction of the Event Center General Manager, performs liaison duties between the facility and tenants; explains policies and procedures to tenants and the public; coordinates tenant and public communications, problem-solving and complaint response.

     

    • May coordinate marketing, sales and related services.

     

    • Assists Event Center General Manager in planning and executing productive usage of facilities and services.

     

    • Prepares detailed floor plans, set-up instructions and event follow-up to ensure adherence to established policies and procedures as well as to ensure client satisfaction within those parameters.

     

    • Maintains master calendar of events subject to approval of Event Center General Manager. In addition, prepares monthly calendar of events for publication, maintains related records, and prepares periodic reports as directed.

     

    • For all events, checks scripts and information sheets for information pertinent to record-keeping and efficient operation of facilities.

     

    • Completes Event Activity Memo at least 48 hours in advance of event, detailing workers needed for crowd control, security, box office, stagehands, parking, utilities, concessions, maintenance, etc., and provides that information to the pertinent personnel.

     

    • Notifies security and concessionaires, no less than four (4) hours before an event begins, of anticipated attendance.

     

    • Prior to and during events, maintains contact with security and/or parking control to monitor smooth flow of traffic and parking, and provide consultation as needed.

     

    • Periodically inspects facilities for cleanliness and comfort factors, relaying any problems to the appropriate personnel.

     

    • Notifies concessionaires, as soon as information is available, of anticipated intermission times.

     

    • Prepares facilities for tenant use by obtaining appropriate information and requirements from tenant.

     

    • Prepares checklists of lessee requirements for distribution to proper staff.

     

    • Assists in facility promotional activities by providing accurate information to the public regarding date, time, prices and ticket availability.

     

    • Maintains files on each event that consist of media information, finance data, staffing arrangements, etc.

     

    • Finalizes tenant requirements including table arrangements, audio-visual equipment, number and nature of support personnel (ushers, security guards, caterers, etc.).

     

    • Coordinates and directs contract and event support personnel including ushers, security guards, caterers, and EMT staff.

     

    • Handles the financial settlement of non-ticketed events, including the tabulation of billing and preparation of final statements.

     

    • Maintains all personal injury reports and accident reports for incidents occurring during events.

     

    • Prepares, routes and tracks the facility rental documents and related paperwork, including insurance certificates, etc.

     

    • Required to work irregular hours, attend job related meetings, be present during events, communicate by walkie-talkie or other voice equipment, and perform all duties with minimal supervision.

    Qualifications

    Education:

     

    • High school diploma or GED required.

     

    • One to three years of college, business or administrative training, public relations and/or marketing training preferred.

     

    • Knowledge of event booking methods and procedures, exhibiting, decorating and/or food service preferred.

     

    Experience:

     

    • One to three years administrative and event coordination experience preferred.

     

    • One to three years public relations, marketing, communications, or related experience preferred.

     

    • Accounting background helpful.

     

    • Clerical experience helpful.

     

    • Food service experience helpful.

     

    • Supervisory experience helpful.

     

    Certifications, Skills and Licenses:

     

    • Ability to communicate orally and in writing in English.

     

    • Valid New Mexico driver's license.

     

    • Computer literacy required; knowledge of word processing, secretarial and accounting software programs preferred.

     

    • Ability to type relatively error-free.

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