General Summary:
Primarily responsible for facilitating contracts and coordinating assigned events for all facilities at the Brazos County Exposition Complex. Responsible for assisting with setting up, tearing down, cleaning, overseeing of events, and completing necessary paperwork for assigned events.
Essential Duties:
Facilitates event functions for the Exposition Complex including serving as a primary team member in event planning, management, coordination, and evaluation. Is responsible for assisting both Sales Managers and the Event Facilitator/Coordinator I as needed. Is responsible for serving as a primary contact person for assigned event clients including the execution of the contract through the post event evaluation meeting; Serves as the primary Event Facilitator/Coordinator for all assigned large events that are larger than normal in size and are more complex; Assists customers as needed on the telephone and in person with planning events, including explaining all policies, procedures, and contract requirements. Assists both Sales Managers and the Event Facilitator/Coordinator I in coordinating and maintaining the master schedule of all events. Serves as a trainer as needed and a mentor to the Event Facilitator/Coordinator I. Assists Operation Managers when needed. Serves as trainer and supervises the full time and part time/temporary Facility Operation Assistants and the Building and Grounds Attendants in planning, coordinating, and organizing set-up, tear-down, maintaining, and cleaning of the complex for all events. Assists in maintaining records of all events held at the Complex facilities. Assists the Sales Managers and the Event Facilitator/Coordinator I in performing bookkeeping functions, maintaining set fees, and deposits to accounts receivable ledger, and preparing various monthly, and semi-annual financial reports. Confers with the Sales Managers and the Event Facilitator/Coordinator I as necessary concerning event scheduling requirements. Exercises discretion and independent judgment as necessary in performing professional responsibilities. Must be willing to work shift hours as needed including nights, weekends, holidays, etc.
Other Duties as assigned.
Supervision
Received: Sales Managers and All Managers
Given: Supervises event personnel and Facility Operations Assistants, including assigning and reviewing detailed tasks and recommending personnel actions. Supervises the Event Facilitator/Coordinator I in the absence of the Sales Managers
Education
Required: A Bachelor of Science degree in a related field; or any equivalent combination of education and experience that provides the required knowledge, skill, and abilities.
Preferred:
Experience
Required: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Preferred: At least two years of professional experience is preferred.
Certificates, Licenses, Registrations
Required: None.
Preferred:
Physical Demands
Typical: 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. While performing the duties of this job, the employee is regularly required to sit; use hand to finger, handle, or to feel; reach with hands and arms; bend and kneel; and talk and hear. The employee frequently is required to stand and walk for long periods of time. The employee must frequently lift and/or move objects weighing up to 100 pounds, such as bags of mulch, bedding, tables, chairs, and work done above the head such as pipe and drape, stacking chairs, and signing hanging. Specific vision abilities required for this job include close vision, distance vision, and the ability to adjust focus.
Knowledge, Skills, & Abilities
Typical: Methods and practices used in event planning, facilitation, and management such as flexibility and multi-
tasking in a high paced environment; accounting and bookkeeping principles and practices; office management; and personnel policies and procedures. Operate a computer, including word processing and spreadsheet software; read and interpret policies, manuals, and written instructions; balance accounts and prepare financial documents; communicate effectively, orally and in writing; and work effectively and cooperatively with co-workers.
Work Environment
Typical: 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 noise level in the work environment is usually moderate to loud. The employee is constantly required to work closely with others as a part of a team to perform multiple tasks simultaneously, and switch from one task to another. The employee is frequently required to work under time pressures and meet deadlines while maintaining the qualities of good customer service.
