Event Coordinator - Wisconsin Center District : Job Details

Wisconsin Center District Job Description - Event CoordinatorPosition Overview: Reporting to the Vice President of Event Operations, the Event Coordinator is responsible for supporting WCD Event Services Managers in event planning and coordination of conventions, meetings, public shows, trade shows, banquets, sporting events, concerts and other events within the Wisconsin Center District's three facilities: Baird Center, Miller High Life Theatre and the UWM Panther Arena. This position will also oversee events and perform backup duties for the Event Services Managers as needed.Essential Duties and Responsibilities, include the following. Other duties may be assigned:

• Assist Event Services Managers with floor plans for events, detailing events in the WCD booking software, ensuring proper staffing levels for events, and obtaining necessary city permits
• Oversee events if needed, generally 200 people or less
• Meet with clients to plan and organize assigned events; works with client from the moment the event is booked, through the set-up, event, and post-event milestones
• Understands client needs and provide outstanding service; guide clients through timelines, deadlines, and WCD policies and procedures
• Prepare floor plans and cost estimates for clients
• Review final billing for completeness and accuracy; responsible for WCD post event invoicing
• Provide clear communication with various WCD departments regarding operational requirements for each event
• Attend appropriate planning, organizational, and other event and facility meetings in support of facility operations
• Must be able to advance future events while tending to the needs of clients that are in house
• Serve as the interface between the facility and its clients; ensure all elements of clients' events are thoroughly vetted among the departments in adherence to all appropriate regulations and policies
• Demonstrate and actively promote an understanding and commitment to the mission of WCD through performing behaviors consistent with the organization's values to be bold, proud and experience obsessed
• Ensure that the equipment and set-up personnel provided meet the requirements of the event and the tenant's contractual agreement; ensures compliance with City, State, and other relevant safety codes
• Other responsibilities and duties as assigned by management, to ensure the effective utilization of the company's resources and to ensure customer satisfaction

Skills & Qualifications:

• Exceptional communication skills; capable of clearly conveying the WCD brand with the ability to influence, persuade, and engage potential clients
• Excellent situational adaptability; comfortable with calls, and hosting client appointments and presentations
• Strong project management and organizational skills in which attention to detail and the ability to prioritize and manage multiple tasks/projects on time is essential
• Exceptional interpersonal skills and ability to navigate organizations to build relationships and garner support; ability to work collaboratively with cross-functional teams
• Ability to work independently and efficiently; exercise initiative, resourcefulness and good judgement
• Flexible and comfortable working under pressure in a fast-paced environment
• Ability to work flexible and irregular hours that may vary due to functions and may include day, evening, weekends, and holidays as event calendar or deadlines dictate
• Ability to read, write, and speak English; perform basic mathematical functions (add, subtract, multiply and divide)
• Follow oral and written instructions and communicate effectively with others in oral and written form

Education & Experience:

• Required
• Bachelor's degree with a major in Hospitality, Event Management, Business or a related field or one (1) to three (3) years of previous experience
• Proficient in the use of the Microsoft Office Suite of Products: Excel, PowerPoint, Word, Access, Outlook
• Preferred
• One (1) to three (3) years of previous experience in the hospitality or high-volume customer service industry
• Previous experience with a hotel, sports team, and/or convention center
• Previous experience with AutoCAD LT and Event Booking Software/VenueOps
• Familiarity with the Americans with Disabilities Act (ADA)

Physical Demands: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 walk great distances and sit for periods of time. The employee is frequently required to stand. Employee will regularly climb stairs and ramps. The employee must occasionally lift and/or move up to 25 pounds. On occasion the work environment may be cold, hot and dirty. From time to time, employee will be required to work long hours, shifts that are beyond 8 hours in length. The noise level in the work environment is usually moderate. On occasion, noise level may be very loud. Specific vision abilities required by this job include close vision, distance vision, and peripheral vision. Specific hearing abilities required by this job include the ability to listen and speak into a radio in the course of the job. The employee is frequently required to use hands and fingers to perform general work functions.The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of responsibilities, duties and skills required of personnel so assigned.This job description in no way states or implies that these are the only duties performed by the employee occupying this position. Employees may be required to follow other job-related instructions and to perform other job-related duties as requested, subject to all applicable state and federal laws. Certain job functions described herein may be subject to possible modification in accordance with applicable state and federal laws.Employee Certification:I understand the description of this job and the essential functions, as stated above. I also understand that all of the duties are not described above and that I would perform those above and other related duties as directed by my supervisor.Positioned Based in: Milwaukee, WI Travel Required: Less than 5%Position Type: Full-Time Exempt Reports to: Vice President of Event OperationsDepartment: Event OperationsRevision Date: July 2023**The above is intended to describe the general content of and requirements for the performance of the job. It is not to be construed as an exhaustive statement of duties, responsibilities or requirements. **We consider applicants for all positions without regard to race, color, religion, creed, gender, national origin, age, disability, martial or veteran status, sexual orientation, or any other legally protected status. **Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.