Job Description

Posting number: 00267

Department: Parks and Recreation - Administration

Division: Parks and Recreation - Art Center

Job classification: Coordinator - Arts Events

Posting type: Open

Categories: Miscellaneous, Arts

Summary

The budgeted annual entry salary for this position is $46,051-$50,656, based upon qualifications and experience.

JOB SUMMARY

Under general direction, the Coordinator will assist the Art Operations Director with activities occurring at the Arts Center relating to weddings and special events. This will include meeting with prospective customers for facility walk-throughs, booking and procuring payments, maintaining safety protocols, meeting with multiple vendors and customers to confirm event arrangements, monitoring events for customer needs, assisting with moderate set-up and breakdown as needed. The Coordinator is responsible for opening and closing of the facility. This position will also assist the front desk staff in answering calls and handling purchases made through the point-of-sale system. Grant writing, social media marketing and audio visual experience preferred, but not required. Weekends and evening work required.

ESSENTIAL FUNCTIONS / DUTIES AND RESPONSIBILITIES

1. Answers by email or phone all inquiries for booking weddings or special events.
2. Meets with prospective customers, give tours of the facility, explain all requirements and help customers understand the rules and regulations of booking an event at the Art Center.
3. Secures signed contracts and procure all deposits and final payments.
4. Maintains communication with all vendors regarding rules and regulations and any changes therein applicable to the Art Center.
5. Monitors with vendors and lessees all deadlines, plans, and rentals for events.
6. Trains all new outside wedding planners and vendors in the requirements of providing services at the Art Center.
7. Hosts events on the day of, maintaining protection of the property and facilities. Works closely with on-site security to ensure a successful event. Opens and closes the facility.
8. Monitors inventory of wedding supplies and linens, tables and chairs, etc. Researches pricing and re-orders, as needed.
9. Manages and creates content for Art Center website and social media accounts . Monitors Art Center website for appropriate event information.
10. Utilizes design software to create marketing materials for print and promotion.
11. Assists the Operations Director with large scale events and festivals, including moderate setup and breakdown, planning, and implementation.
12. Serves as backup assistance in the Gallery office, answering phones and operating the Point-of-Sale system as needed.
13. Submits budget review and requests annually to the Operations Director.
14. Maintains positive relationships with the public and with the non-profit support group who helps fund the Art Center.

All positions at the City of Orange Beach have the job responsibilities below:

1. Handles sensitive information in a confidential manner.
2. Maintains a highly professional attitude and demeanor at all times.
3. Provides responsible, appropriate, and satisfactory leadership within the City.
4. Communicates positively and professionally in all aspects of the position.
5. Attends all department meetings, City meetings, and professional development activities.
6. Becomes thoroughly familiar with all pertinent state and national policies and comply with said policies.
7. Complies with City wide and departmental policies, as well as state and federal laws.
8. Ensures the positive promotion of the City.
9. Is prompt and punctual in reporting for work, meetings, etc.
10. Performs other duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES

1. Critical thinking and strong communications skills, both verbal and written, are required.
2. Ability to manage strong personalities and large crowds.
3. Strong computer skills including knowledge of Google programs required.
4. Ability to be organized, pay attention to details, multi-task, prioritize tasks, and execute in a timely and independent manner.
5. Supervisory skills to the degree the job and specific events necessitate.
6. Ability to work weekends and evenings.

QUALIFICATIONS

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 qualified individuals with disabilities to perform the essential functions. An equivalent combination of education and experience sufficient to successfully perform the essential functions, duties and responsibilities of the job may be considered.

REQUIRED QUALIFICATIONS

1. Associate or Technical degree OR equivalent recent relevant full-time work experience (one year of full-time recent relevant work experience for every one year of college).
2. One year of experience working with large events and/or weddings.
3. Possess a valid Alabama Driver’s License.
4. Computer literate with ability to learn a Point of Sale system and facility programs.

PREFERRED QUALIFICATIONS

1. Experience in coordinating events or managing large groups.

PHYSICAL DEMANDS AND WORKING CONDITIONS

The physical and mental 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 qualified individuals with disabilities to perform the essential functions. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

Work requires frequent physical exertion such as long periods of standing, walking, bending, lifting (up to 25 lbs.) crouching, stretching, reaching or similar activities. Work involves regularly dealing closely with the public and with guests who have rented the facility.

Work is conducted both inside and outside of the facility, over the space of four acres year round.