Project Coordinator

CLASS DEFINITION:

This position provides event management services for internal and smaller meetings contracted at the BCC and administrative assistance to the members of the Sales and Services department of the Baltimore Convention Center to include the Director of Sales and Services, the Assistant Director of Sales, the Assistant Director of Convention Services, Sales Managers and Convention Services Managers.  The incumbent is responsible for assisting with the overall administration of departmental needs as well as assisting in the logistical planning for event execution and reports directly to the Assistant Director of Convention Services.

DISTINGUISHING FEATURES OF THE WORK:

The work of this classification may require the Event Coordinator to work evenings, weekends, and holidays.

TYPICAL EXAMPLES OF THE WORK:  (The following examples illustrate the work performed in this position; however, may require other duties not listed, if necessary, to accomplish the work of this agency.)

Event Management

• Provides logistical planning and event coverage to internal events, smaller one day events and multiple day events or in conjunction with (ICW) events that occur with larger conventions, as assigned.
• Provides back-up event coverage and assistance to the CSMs on events as assigned.
• Assists with conducting tours of the facility for groups and other interested parties.
• Implements event related planning, scheduling, and sending client reminder notices.
• Assist with pre-and-post walkthroughs when needed.
• Communicates with clients on behalf of Convention Services Managers.
• Completes and disseminates information to proper departments, both internally and externally as assigned.

Administrative Support

• Coordinates Fire Marshall sign-off on floor plans.
• Assists with coordinating meeting room arrangements for internal meetings.
• Assists with the creation of amenity packages for client distribution and keeps track of related inventory.
• Research events for the Sales Managers and Convention Services Managers as needed.
• Assists with the development of diagrams for the Sales Managers and Convention Services Managers, as needed.
• Creates, prepares and distributes weekly and monthly reports, as assigned.
• Compiles event coverage schedules and times for service partners, department managers, supervisors, and technicians.
• Creates and prepares materials and presentations for site tours and pre-con meetings.
• Performs other administrative functions for the department as assigned.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:

• Experience of event management in the hospitality industry.
• Knowledge of standard business operating systems and software (Windows).
• Knowledge of web-based applications. (Momentus and Event Draw are our current applications)
• Ability to communicate effectively, both orally and in writing.
• Ability to establish effective working relationships with co-workers and clients.
• Ability to work flexible schedules and shift arrangements as determined by events.
• Experience with Adobe Creative Suite a plus

MINIMUM EDUCATION AND EXPERIENCE REQUIREMENTS:

Education – A bachelor’s degree in business management, facility management, hospitality, or related field from an accredited college or university.

Experience – One year of experience in event management, business management, facility management, hospitality, or related field.

Commensurate experience in areas such as coordinating meetings or conferences, supporting large scale events, working in venue or facility operations, or providing customer service in a hospitality environment may substitute for the formal education requirements.