Client & Event Services Coordinator

The Client & Event Services Coordinator provides direct support to Event Operations including, but not limited to, booking, planning and coordinating front of house services for events of varying sizes and purposes within the PAC.

Job Details

Description

Title

Client & Event Services Coordinator

Employment Type

Full-Time

Department

Event Operations

Salary Range

$45,000-$50,000 per year

Scheduled Hours

Varies; on-call

FLSA

Exempt

Reports to

Audience Services Manager and VP Operations

Revised

November 2022

Summary

The Client & Event Services Coordinator provides direct support to Event Operations including, but not limited to, booking, planning and coordinating front of house services for events of varying sizes and purposes within the PAC. Coordinators have to understand what it takes to make sure event logistics run smoothly, keep everything within the allocated budget and ensure that the event staff are well supported. The nature of this position requires flexible availability including nights and weekends. 

Responsibilities & Duties

1. Client Support (Reporting to VP Operations)

  • Works closely with VP Operations in support of all event booking activities and needs

  • Stewards relationships with external stakeholders including resident companies, user groups and vendors of ACPA

2. Event Support

  • Communicates and builds integrated plan to deliver/support client needs with ACPA Production, Audience Services, Box Office, Marketing and Community Engagement

  • Provides on-site logistics support pre/post event including front-of-house and hospitality needs, set ups for non-public and public event/rental days

3. Scheduling

  • Provides event set up details and assists with all scheduling and communications for Front of House needs in coordination with Audience Services and Volunteer Coordinators

  • Coordinates with Security Manager for all event security needs and schedules

  • Schedules meetings with Resident Companies to establish season parameters, including annual calendar planning, in coordination with VP Operations

  • Prepares monthly event calendars in various formats, as required

4. Concessions and Merchandise

  • Patron Lounge: Manages communications with Concessionaire for scheduling and needs, coordinates any necessary inventory management and oversees set-up prior to events, schedules maintenance between events

  • Concessions Services: Maintains regular communication with Concessionaire for services at each event, including coordination of information about ticket/attendance, menus, and service levels

  • Merchandise Services: Oversees artist merchandise inventory and related event sales preparation/close-out, schedules merchandise sellers when necessary

5. Special Event and Project Support as assigned

6. Administration

  • Maintains client and event information

  • Acts as Administrator on Duty (AOD) for assigned events in rotation with other staff

7. Performs other duties as required

Requirements

  • Bachelor’s degree in event management, hospitality or related field preferred

  • At least two years of event planning experience

  • Examples/portfolio of successful events, including experience developing set ups (floor plans, vendor coordination, etc.)

  • Strong customer service experience

  • Able to demonstrate stellar teamwork

  • Excellent communication and presentation skills

  • Demonstrated organizational skills

  • Demonstrated problem-solving skills

  • Able to communicate effectively orally and in writing, in English

  • Proficient in basic math

  • Ability to use PC (word processing, database, web-based programs and spreadsheets)

  • Ability to manage multiple projects at a time and prioritize

  • Ability to work a flexible schedule including nights, weekends or holiday shift as required by facility event schedule

  • Maintain first aid and CPR certification (provided by employer)

Physical Demands of Position

  • Stand, sit, walk and use stairs.

  • Stoop, kneel, crouch and climb.

  • Must be able to lift and/or move 10-15 lbs; occasionally up to 50 lbs

Reasonable accommodation will be explored to enable persons with disabilities to perform essential functions of the job.

Work Environment

Office environment, frequent deadlines and public facing event work.

Appearance and Dress

Appropriate to the work situations.


The Alaska Center For The Performing Arts Is An Equal Opportunity Employer