Event Operations Coordinator (Full-time)

Frost Science•Miami, FL

About The Position

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.

Requirements

Two or more years of relevant work experience.
Basic knowledge of Microsoft Office.
Strong organizational skills and attention to detail.
Excellent verbal and written communication skills.
Ability to manage multiple tasks, prioritize effectively, and work well under pressure.
Positive and professional attitude with strong interpersonal skills.
Willingness to learn and take initiative in a fast-paced environment.
Ability to work flexible hours, including nights, weekends, and holidays as needed.
Must be available to work evenings and weekends on a consistent basis
Must be able to stand for long periods of time, move quickly from space to space to quickly resolve issues and oversee events team members
Must be able to work for extended periods of time in elements, sun, heat, wind, etc.
Daily tasks require variety of physical activities, related to walking, standing, stooping, sitting, reaching, lifting (up to 50 lbs.)
Background clearance
Drug screening as part of the Drug Free Workplace Program.

Nice To Haves

Bachelors degree in Hospitality Management preferred.
Knowledge of specific hospitality industry applications preferred.
Basic knowledge of event or hospitality operations preferred.
Fluency in other languages will be beneficial.

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 BEOs to provide timely information to other departments regarding set up.
Outlines all details of event rentals in the form of BEOs 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 museums 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 clients 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.