Title of Position: Group Events Coordinator
Department: Administration & Enterprises
Reports To: Communications Manager
Status: Full-Time Position
Dated: March 2024
Fair Labor Standards Act: Exempt
General Summary
The Group Events Coordinator, under minimum supervision, will be responsible across multiple lines of business for developing, planning, implementation, and oversight of designated Hyland Hills special events, group events, programs, and organizational gatherings. This position requires an energetic, assertive, motivated, team and service-oriented individual who has a passion for executing amazing events.
Examples of events, areas of focus or areas of assistance include, but are not limited to:
-
Water World (Group Events, Catered Events, Exclusive Events, Birthday Parties, Consignment Programs, and other special event programming).
-
Adventure Golf (Holiday Lights Events, assisting on-site team with other large events).
-
Community Special Events (concerts, community outreach and special events such as Spooktacular, Easter Egg Hunt, Foundation events, etc.)
-
Hyland Hills District Facilities (assist on-site team for large events as needed including weddings, celebrations, tournaments, corporate events holidays such as Mother’s Day, Easter, and Winter Seasonal Parties).
Essential Duties & Responsibilities:
-
Responsible for overseeing setup, cleanup, planning, coordination, proper staffing, and execution of events. Collaborate with various team members throughout the District for event planning.
- Assist with the planning, organizing, and coordinating all special events for the District. Collaborates with District staff and partner organizations in supporting various events.
-
Programs, develops, manages event budgets including security, vendor coordination, event supplies, equipment, and entertainment.
- This position will be primarily focused at Water World (April-September), and work closely with the Water World General Manager, while supporting other lines of business and District events throughout the year.
- Facilitates all aspects of sales bookings, including contract generation, for sales made directly by a client to a Water World Group Sales phone, e-mail, internet, guest management system or in person sales window (a “Direct Sale”).
-
For events being transitioned from the Sales Team or for a “Direct Sale”, this position will serve as a liaison with clients as their events approach, confirming event details, creating internal and client facing documents related to the events, entering required information into the point of sale or other business systems, executing, or helping execute the events, and exceeding the client’s expectations.
-
Develops, selects, hires, trains, and supervises a seasonal Water World team to support Group Sales Operations. Responsible for working within established labor budget guidelines and operational standards.
-
Answers questions and provides general information to guests for day groups, birthday parties and consignment programs.
-
Facilitates all aspects of Water World Birthday Programs.
- Must communicate with all clients and team members in a timely manner, including voicemail, e-mail, and other communication channels. All communication must be tracked.
- Provide top-notch and timely guest service in all aspects of the event lifecycle. This includes presence at events, post-event reconciliation/support and resolving any client concerns.
-
Responsible for scheduling and coordinating catered events with the appropriate internal catering team (or vendor).
- Coordinate and administer the Calypso Club Consignment Program for Water World and Adventure Golf. Includes working with the vendor on yearly go live cycle, relaying technical concerns, guest support and communication.
- Provides frequent updates on event execution, scheduling, and performance.
-
Responsible for reporting all sales to be invoiced to finance within 24 hours of event reconciliation. Collects money from past due accounts when necessary.
-
Other duties as assigned.
Knowledge, Skills, and Abilities Required
-
Ability to demonstrate professional phone, e-mail, and other communication skills.
-
Ability to speak effectively before groups of clients, guests, or team members.
-
Outstanding guest service skills and ability to deal with diverse populations.
-
Ability to lead and manage a small team of young, seasonal team members.
- Ability to apply common sense, high level, and big picture thinking.
-
Proven ability to multi-task.
-
Enthusiastic and highly self-motivated.
-
Ability to work with minimal direction.
-
Ability to anticipate and solve problems.
- Excellent organizational and time management skills.
Working Environment/Physical Activities
-
The working environment encompasses a wide range of duties with approximately 60% in an indoor setting and 40% outdoors administering to groups or outdoor events.
- Work is conducted in an office setting or different business locations, as well as work out-of-doors, coordinating and setting-up for groups and outdoor events.
- Must be able to work out-of-doors in variable weather conditions.
- Must be able to bend, stoop, reach, climb and lift 40 pounds to set up for groups and deliver supplies.
-
This position will experience flex hours working an average workweek of 40 hours. During the Water World season, April through early September and at other times as needed, the employee will be required to work occasional non-traditional and additional hours including weekends, evenings, or holidays.
Education/Experience
-
College degree in recreation, business, marketing, hospitality, or related field preferred.
-
Experience in recreation, entertainment industry or outside sales experience preferred.
-
Must possess a valid Colorado driver license and have a good driving record.
This job description may be amended from time to time and is established by Hyland Hills Park & Recreation District. The above declarations are not intended to be an all-inclusive list of the duties and responsibilities of the job described, nor are they intended to be such a listing of the skills and abilities required to do the job. Rather, they are intended only to outline the basic requirements, duties, and general responsibilities of the position. This position is "at will", which means the District may terminate the employment relationship at any time and for any or no reason, subject only to the requirements of Federal and State law. Similarly, the employee may terminate the employment relationship without notice at any time for any or no reason.