Special Events Logistics Coordinator Coca-Cola Roxy

Job Summary:

Responsibilities:

I. Essential Functions

• Responsible for execution, servicing and detailing of assigned events once booked by the Special Events Department
• Provides administrative support and assistance to the Director of Sales and Sales Manager
• Distribution of all internal and external correspondence
• Assists department team members with Information Systems, Marketing, and Social Media support
• Coordinates all aspects of operational set-up and break down of events (floor plans, vendor quotes, equipment needs, rental needs, and vendor set-up)
• Coordinates with Production department on all production aspects needed for an event
• Liaison between client and LN Team Members throughout the planning process and Event.
• Must maintain a neat, clean and well-groomed appearance (specific venue standard)
• Conduct Event Pre-Shift with Operations Managers/Vendors and communicates event specifics at Team Member Pre-Shift
• Client interaction; conducts site inspections and walk through with clients as requested by SM/DOS
• Participate in meetings such as the SEO Meeting and Production Meeting
• Due to the nature of the hospitality industry; you may be required to work varying schedules to reflect the business needs of the venue
• Maintain all departmental files

II. Accounting Functions

• Process all deposits and payments in a timely manner
• Track status of payments made for all events with Sales Mangers
• Follow up on all accounts receivable and provide monthly update to Director of Sales and Business Manager
• Verify Deposit / Payments tracking schedules with Sales Manager
• Proper execution and completion of all post event paperwork: Party Recap Sheet, Captain’s Report and Receipts
• Responsible for proper settlement or payment on night of event with client and entering billing information into POS to generate a final guest check
• Manage staff hours to ensure we are not exceeding our budget

III. Staff Functions

• Maintain supply of digital and print sales kits and collateral materials
• Update sales kit inserts and menus as needed.
• Collect and update digital content for event marketing
• Generate a competitive analysis report on a annual basis
• Special projects as assigned by Director of Sales
• Distribution of final Event Sheets to appropriate parties