Event Operations Coordinator (Part-time) Position Available In Miami-Dade, Florida

Event Operations Coordinator (Part-time) 3.3 3.3 out of 5 stars 1075 Biscayne Boulevard, Miami, FL 33132

Job Title:

Event Operations Coordinator (Part-time)

Department:

Guest Experience Reports To:

Director of Event Sales and Operations

ROLE & LEVEL/GRADE

P2/4 SUMMARY 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.

KEY DUTIES AND 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 BEO’s to provide timely information to other departments regarding set up. Outlines all details of event rentals in the form of BEO’s 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 museum’s 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 client’s 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.

MINIMUM JOB QUALIFICATIONS/EDUCATION

Two or more years of relevant work experience. Bachelor’s degree in Hospitality Management preferred. Basic knowledge of Microsoft Office. Knowledge of specific hospitality industry applications preferred.

KNOWLEDGE, SKILLS, AND ABILITIES

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. Basic knowledge of event or hospitality operations preferred. Fluency in other languages will be beneficial.

PHYSICAL REQUIREMENTS & WORK ENVIRONMENT

The physical requirements stated represent those necessary for an individual to fulfill the essential duties of this job. Reasonable accommodation can be made for qualified individuals with disabilities, ensuring equal employment opportunities. Please let us know if you require accommodation to participate in the application or interview process. 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.)

CLEARANCE REQUIREMENTS

Background clearance Drug screening as part of the Drug Free Workplace Program.