Special Events Coordinator

Job Details

Description

Position: Special Events Coordinator

Supervisor: Vice President, Ticket Sales & Services

Classification: Full-Time (Exempt)

The primary focus of this position is to devise and execute revenue-generating and in-house special events at Whataburger Field. This position leads all aspects of Special Events coordination, including logistics planning, risk management, communication with relevant parties, and other administrative tasks related to event management. Additional responsibilities include assisting the Marketing, Sales & Sponsorships teams with season ticket, group, and hospitality service throughout the Hooks season and managing the Prize Wheel on game days. This role will report to the Vice President, Ticket Sales & Services, with additional oversight from Executive Leadership.

Essential Duties & Responsibilities:

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Prospect, recruit, sell, and produce revenue-generating special events
• Meet with potential customers to discuss event options and conduct venue tours
• Clearly communicate venue information to prospective customers, including policies and booking processes
• Manage Master Calendar and ensure reservations are booked accurately
• Maintain records of event requests, communications, proposals, and bookings
• Develop and submit event contracts and supporting documentation in a timely manner
• Coordinate full process of Special Events operations, creating and updating proformas, proposals, contracts, event layouts and timelines, vendor contacts/services lists, insurance documents, etc.
• Secure event services, staffing, vendors, etc., communicating with necessary internal departments and external partners
• Create Event Order documents to be dispersed to staff, including event timeline, facility information, setup/tear down details, etc.
• Communicate with customers regarding event details, providing updates and setting timelines for submission of details such as guest count, setup preferences, food order, and other necessary information.
• Maintain all insurance and liability documents for Special Events
• Collect payments in a timely manner, working with Finance Department to maintain event budget and track income and expenditures
• Coordinate in-house special events, collaborating with relevant departments to develop logistics and execution plans
• Serve as primary liaison between customers, Hooks departments, and vendors
• Serve as on-site supervisor for events as required, ensuring that day-of execution runs smoothly from setup to tear down
• Anticipate and respond to customer needs, requests, and concerns to maintain excellent customer relations
• Lead debrief and event recap efforts, setting up meetings with relevant stakeholders to review event and solicit feedback.
• Document successes from event and areas for improvement.
• Settle budget and accounts receivable/payable with Finance department and catering provider.
• Serve as primary point of contact between Hooks and Aramark for all in-season Hospitality food & beverage orders
• Receive and place cake orders with designated vendor
• Assist with ticketing needs as required, using Provenue and SCORE CRM to fulfill requests and maintain records
• Serve on Theme Weekend committee(s) to help with coordination of ballpark experiences
• Performs other duties as assigned
  
  

Experience/Education & Skills:

Required

• Bachelor’s degree in Event Management or related field OR High School Diploma plus 3 years of Event Management experience
• Experience supervising part-time staff
• Excellent interpersonal skills, with strong verbal and written communication abilities
• Strong organizational skills with a high attention to detail
• Strong work ethic and excellent follow-through
• Strong communication skills, both with clients and other departments
• Ability to operate independently; self-starter with strong decision-making and time management skills
• Work in a fast-paced environment and handle high-pressure situations with a clear and focused mindset, resolving conflicts in a professional manner
• Adaptability and willingness to embrace change; ability to handle time-sensitive requests and changes
• Professional, friendly, and outgoing personality
  
  

Preferred

• 3+ years of experience in Event Coordination, Sales, or related field
• Proficient in Microsoft Office (including Excel, Word, PowerPoint, Outlook, and Teams)
  
  

Supervisory Responsibility:

This position supervises part-time staff as assigned for events and in-season needs.

Work Environment

This job operates in a clerical, office setting. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands

While performing the duties of this job, the employee is regularly required to talk or hear. This role requires walking and standing for long periods of time. This role would require the ability to push/lift up to 25 lbs. Additionally, this role requires the ability to be flexible and work long hours, evenings, weekends, and holidays including all 70 Hooks home games plus special events.

Position Type and Expected Hours of Work

This is a full-time position, and hours of work and days are Monday through Friday, 8:30 a.m. to 5 p.m. Ability to work a flexible schedule, including; extended hours, evenings, weekends and holidays.

Travel

Rare travel may be expected for this position.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.

EOE/M/F/Vet/Disability