POSITION: EVENT SERVICES COORDINATOR (LEVEL 1)DEPARTMENT: EVENT SERVICESREPORTS TO: SENIOR EVENT MANAGERFLSA STATUS: NON- EXEMPT; HOURLY Hourly Rate: $25 SUMMARYAs the world’s leading venue management company and producer of live event experiences, ASM Global is the preeminent management and content partner with over 350 venues worldwide. Operating and investing in the world’s most important stadiums, arenas, convention centers, and theaters requires unmatched dedication and the most profound expertise. Our focus is YOU! Through investments in growth, resources, and technology we strive to enhance the experience of our internal Team Members and to continue creating amazing live experiences for the guests that we serve.The Event Coordinator plays a pivotal role in ensuring seamless event planning and execution by serving as the central hub of communication and organizational support for the Event Services department. This position requires a detail-oriented, proactive, and adaptable professional who excels in managing diverse responsibilities in a fast-paced environment. The Event Coordinator will support event managers, coordinators, and clients, contributing to exceptional event experiences. ESSENTIAL RESPONSIBILITIESI. Administrative Coordination• Serve as the central communication point, managing emails, voicemails, and client inquiries in the absence of managers or coordinators.• Maintain an up-to-date understanding of managers’ and coordinators’ schedules, tours, and deadlines.• Send weekly reminders outlining upcoming events to be reviewed during staff meetings.• Distribute the weekly event schedule internally and externally to local businesses affected by events.II. Client and Event Support• Act as the primary contact for event operations, responsible for understanding the outline and major movements of assigned events and executing from booking to completion.• Send personalized introduction letters to newly contracted clients after event assignment.• Prepare initial event folders, including contracts, event timelines, correspondence, and supporting documentation.• Represent the department in internal meetings and provide site tours in the absence of assigned managers or coordinators.POSITION – EVENT SERVICES COORDINATOR (Level I)FACILITY NAME – LONG BEACH CONVENTION & ENTERTAINMENT CENTERIII. Event Tools and Processes• Manage the Coordinator Assignment Sheet (CAS), ensuring all licensed activities are tracked and entered into the event management system.• Distribute CAS updates to relevant stakeholders monthly.• Assist in creating site tour and pre-conference packets.• Provide administrative and user support for event management software, including Momentus, Cvent, Asana, and Slack.IV. Specialized Event Management• Oversee annual tasks such as linen orders and logistics for the Grand Prix.• Maintain and update the frequent vendor list and specialty item inventory/rate sheet.• Support last-minute tasks, including data entry and client communications, to ensure event success.V. Miscellaneous Responsibilities• Compile and process timesheets for managers/coordinators after each pay period.• Adapt to evolving departmental needs, including assisting with unexpected tasks and responsibilities.SKILLS AND COMPETENCIESAttention to Detail• Manage multiple high-priority documents and workflows simultaneously.• Accurately gather, organize, and analyze information from various sources.Multitasking and Time Management• Handle concurrent tasks, including data entry, client interactions, and administrative support.• Prioritize effectively to meet deadlines in a dynamic environment.Proactivity and Problem-Solving• Anticipate and address potential issues before they arise.• Consistently look for opportunities to improve processes and outcomes.Flexibility and Adaptability• Adjust to shifting priorities, unexpected events, and urgent requests while maintaining focus on critical tasks.Thrive in High Volume and Critical Situations• Maintain composure and efficiency in high-pressure situations.• Balance immediate client needs with ongoing responsibilities.Strong Interpersonal Skills• Act as the face of the Event Services department, building relationships with clients and internal stakeholders.• Communicate clearly and professionally in all interactions.QUALIFICATIONS• Previous experience in event coordination, hospitality, or a related field is preferred.• Familiarity with event management software (e.g., Momentus, Cvent, Asana, Slack) is advantageous.• Exceptional organizational, communication, and multitasking skills.• Ability to adapt to a flexible schedule, including non-traditional hours during events.• 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.• This position will work with limited supervision and will require the ability to interact with all levels of staff including management.• Requires ability to work flexible hours, including nights, weekends and holidays, in addition to normal business hours.EDUCATION AND/OR EXPERIENCE• Bachelor’s Degree (BA) in Hospitality or related field preferred or equivalent combination of education and experience• Prior supervisory experience preferredPHYSICAL 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 move around the facility; to stand for long hours during events; talk and hear. This position may require work inside or outside of the building, as needed by events.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.NOTE:The essential responsibilities of this position are described under the headings above. They may be subject to change at any time due to reasonable accommodation or other reasons. Also, this document in no way states or implies that these are the only duties to be performed by the employee occupying this position.ASM Global is an Equal Opportunity Employer, and encourages Women, Minorities, Individuals with Disabilities, and protected Veterans to apply. VEVRAA Federal Contractor.