AlliedPRA
  • San Diego, CA, USA
  • Full Time

Position Title: Event Coordinator                                                       

Classification: Non- Exempt

Reports To: Director of Events

 

SUMMARY OF POSITION

The Event Coordinator is responsible for performing a wide variety of administrative and operational duties, including assisting in proposal development, scheduling field staff for programs, and assisting in the design and execution of events as needed.

 

DUTIES AND RESPONSIBILITIES

  • Tracks status of upcoming programs from Weekly/Monthly Operations Assignment Report, gathering program information to assist Event Producers with program assignments. Once a program is assigned to an Event Producer, update calendar for program assignments and guide schedules.
  • Determines field staff work assignments, based on program schedule and staffing needs.       Contacts the field staff with their works schedules, at least 60 days in advance when possible.
  • Responsible for maintaining field staff database, field staff personnel files and pay rates.       Coordinates and processes all field staff paperwork involving compensation including timesheets, expense reports, and pay rate change forms.
  • Maintains inventory of field staff uniforms and materials and coordinates purchases of additional uniforms and equipment as required.
  • Assists with advancing, dispatching, etc. of field staff and tours, as requested.
  • Assists Event Producers with completion of paperwork, such as trip sheets, check requests, service agreements, invoicing, job costing, etc.
  • Provides backup support to Event Producers and Experience Designers by assisting with program development. May include program development, cost preparation, program summaries/deposit invoices, service agreements, and related correspondence.
  • Provides back up support to Sales and Marketing Coordinator with regard to phone coverage.

 

REQUIREMENTS

  • At least (1) year work experience in a DMC, incentive travel, event planning company, or related field, in an operations capacity.
  • Ability to work in a team environment.
  • Extensive computer knowledge including database, word processing (40 words per minute), spreadsheet development using Microsoft Office Suite.
  • Ability to communicate with multiple suppliers, internal staff and Field Staff during program development stages.
  • Possess analytical and problem solving skills.
  • Ability to track status of programs.
  • Ability to communicate through email, cellular phone, pager, Nextel with Field Staff, guides and suppliers.
  • Knowledge of local area attractions, hotels, parks and other venues.
  • A college degree or certificate in event planning or related field is helpful.
  • Excellent interpersonal, organizational and communication skills.
  • Works well with management, peers, clients, suppliers and guide staff.
  • Ability to work flexible hours; weekends, evenings, holidays.
  • Ability to work within deadline constraints and set priorities.
  • Must be highly organized.
  • Must be able to direct and manage Field Staff through assignments.
  • Possess a professional manner and appearance when representing AlliedPRA with clients, supplier/partners, and/or the community.
  • Professional skills in public relations, strong written and oral communication skills.
  • Ability to perform multiple projects simultaneously and prioritize responsibilities and work assignments.
  • Ability to maintain confidentiality and a high level of business ethics.
  • Ability to apply common sense understanding to carry out detailed written or oral instructions.
  • Ability to anticipate and deal with problems involving few concrete variables in a typical office situation.

 

AAP/EEO STATEMENT 

AlliedPRA believes in creating long-term relationships by being responsive and relevant and by consistently delivering value to our community and to our clients. Specifically with our employees, we focus on attracting, developing and retaining the best talent for our business, challenging our people, demonstrating a "can-do" attitude and fostering a collaborative and mutually supportive environment.

 

Diversity creates a healthier atmosphere: All qualified applicants will receive consideration for employment without regard to protected age classification, ancestry, color, religious creed, marital status, military and veteran status, national origin, race, sex, gender, gender identity, and gender expression. AlliedPRA will make every reasonable effort to accommodate individuals based on their disability status.

AlliedPRA
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