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Booking Events Coordinator

Company: Ada County
Location: Garden City
Posted on: October 12, 2019

Job Description:

Education - Bachelor's Degree Skills - Bookkeeping - Microsoft Word - Excel - Event Planning - Multilingual General Summary Organizes and coordinates all interim events for Ada County Expo Idaho; builds positive relationships with promoters of events; and performs related duties as required. Essential Functions Interim Events: Coordinates events for Expo Idaho; Reviews upcoming event schedules, troubleshoots any potential problem areas and coordinates with others to resolve conflicts; Prepares and reviews completed contracts for the use of facilities and ensures all the necessary information and paperwork is complete in the appropriate time frame; Receives and evaluates insurance certificates to ensure contractors have the required coverage and orders insurance when necessary; Receives and/or receipts equipment orders, payments and deposits; Maintains file of security deposits and refunds deposits after events and applies toward services/damages as appropriate; Determines costs incurred by event contractors and prepares invoices to support final charges; Establishes and maintains accurate and detailed information/files on each show/client; Performs collection of accounts receivable and/or refers to a debt collection service; Maintains and updates schedules, promoter information, rental rates and equipment lists using current event planning software; Identifies and coordinates American's with Disabilities Act (ADA) needs; Identifies group needs and determines suitability taking into account group size, activity, schedules and special accommodation requirements; Conducts exit interviews with clients; Prepares event evaluations, post event paperwork and various correspondences; Maintain files on food concessions during interim events, as well as collecting monies due to Expo Idaho; Determine the need for security at all events and coordinate with the account manager for Ada County contracted security provider; Provide public information on the Expo Idaho website, as well as the reader board,for year round events; Perform yearly evaluation of rental cost compared to other local venues, as well as analyzing other cost associated with renting the facility. Western Idaho Fair: Recruits, screens and contracts with food vending applicants; Lays out and assigns food vendor space for the Fair; Receives and/or receipts ticket, electric, and water orders, payments, and deposits; Receives and evaluates insurance certificates of contractors and enforces requirements for proper coverage while also ordering insurance for non-covered vendors via insurance rider and determining worker's compensation coverage; Establishes and maintains detailed computer files on each client and contractor; Maintains file of security deposits and refunds after the Western Idaho Fair or applies toward services/damages as appropriate; Performs daily audit of contracted food vendors' sales. ITIONAL FUNCTIONS: Gives presentations on use/availability of facilities; Works closely with operations, security managers, accounting and maintenance staff at Expo Idaho; Performs related duties as required. Job Requirements Bachelor's Degree from an accredited university in Business Administration, Hospitality Management, Communications or related field or equivalent combination of education and experience; Previous experience with event coordination and on-site planning; Must have strong problem solving skills and the ability to balance the needs of a variety of customers to organize a successful event; Must have strong interpersonal skills including the ability to maintain effective working relationships with both internal and external customers; Knowledge of Fair activities; Knowledge of the Americans with Disabilities Act as it pertains to events; Knowledge of contracts; Knowledge of liability insurance and workers compensation requirements; Knowledge of bookkeeping and billing procedures; Skill in gathering and analyzing data pertaining to events; Skill in Microsoft Word, Outlook and Excel; Ability to effectively develop and organize events; Ability to interpret and laws, rules, regulations and guidelines; Ability to communicate effectively verbally and in writing; Ability to perform a wide variety of event coordination tasks with accuracy and speed under the pressure of time-sensitive deadlines OTHER REQUIREMENTS: The incumbent is subject to 24-hour call out to respond to unforeseen problems.The workweek shall run Tuesday thru Saturday with some itional hours possible depending on certain events; Incumbent must possess a valid motor vehicle operator's license issued by the State of Idaho; Bilingual in Spanish is preferred but not required. Work Environment & Physical Demands Work is performed primarily in an office environment but will require time spent in all areas of the property; Candidate will be subject to long hours outdoors during some events. DISCLAIMER: To perform this job successfully, an individual must be able to perform the essential functions satisfactorily with or without reasonable accommodation. The above statements are intended to describe the general nature and level of work being assigned to this job. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of individuals in the job. This job description is not an employment agreement and/or an expressed or implied employment contract. Management has the exclusive right to alter this job description at any time without notice. Ada County provides Veteran's Preference for all County jobs except for those deemed 'key positions' in accordance with Title 65, Chapter 5 of Idaho Code.

Keywords: Ada County, Boise , Booking Events Coordinator, Other , Garden City, Idaho

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