Event Operations Coordinator (Full-time)

Event Operations Coordinator (Full-time)

The Phillip and Patricia Frost Museum of Science is seeking a full-time Event Coordinator. This position is responsible for coordinating event logistics and act as a liaison between the Sales Department, client and other departments of the museum to ensure a successful event. The Event Coordinator will strive to provide exceptional service to both internal and external guests at all times.

Key Duties and Responsibilities

• Be the go-to contact person for internal and external collaborators for any event-related questions and queries.
• Ensure all details of event rentals are in the form of BEO's to provide timely information to other departments regarding set up.
• Outlines all details of event rentals in the form of BEO's and other reports to provide timely information to other departments regarding set up, purchasing, and private tours.
• Support Director of Event Sales and Operations and the Event Operations Manager in maintaining the institutional event calendar and responding to requests within 24-48 hours.
• Maintain consistent communication with vendors to assist in securing event logistics, deliveries, and schedules.
• Maintain open communication with museum stakeholders to schedule deliveries, finalize vendors' order etc.
• Attend meetings with the museum's internal caterer.
• Conduct pre-post conference meetings when it is agreeable with the client.
• Coordinate all aspects of events as assigned by the Director of Event Sales and Operations or Event Operations Manager to include but not limited to event agenda, audio-visual requirements, special attention guests, function room set up, group transportation, billing instructions, storage and deliveries, power requirements, key requirements, registration desk requirements, entertainment.
• Coordinate with other departments the client's needs which will directly affect that department (security, guests' services)
• Work closely with vendors for event needs.
• Perform event room inspections and ensure proper set-up and equipment checks prior to each event.
• Keep immediate supervisor fully informed of all problems or matters requiring their attention.
• Consistently offer professional, friendly and engaging service.
• Assist with events as needed.
• Maintain excellent customer service by maintaining a positive and friendly attitude and through guest interactions by answering questions related to reservations and other general information about the museum.
• Must be open availability to meet clients for site visit.
• Other duties as assigned.

Job Qualifications

Knowledge, Skills, and Abilities

Physical Requirements & Work Environment

The physical requirements stated represent those necessary for an individual to fulfill the essential duties of this job. Reasonable accommodation can be made for qualified individuals with disabilities, ensuring equal employment opportunities. Please let us know if you require accommodation to participate in the application or interview process.

Clearance Requirements