Event Center Coordinator

Job Description

Description:

Job Overview

The Receptionist serves as the first point of contact for members, guests, and clients, ensuring a professional, welcoming experience and providing exceptional customer service. This role is central to the day-to-day operations of the Association’s front desk, handling phones, walk-ins, mail, and general administrative support. The Receptionist is responsible for coordinating daily operations of the Mack Powell Event Center (MPEC), including responding to rental inquiries, preparing proposals and contracts, processing payments, and serving as the primary point of contact for clients throughout the booking process—all under the guidance of the Director of Meetings & Events. The position also provides occasional administrative and on-site support to the Meetings & Events Department for Association events. This multifaceted role plays an important part in maintaining the Association’s professional image and contributing to a collaborative team environment.

Essential Functions

Greets walk-in members and clients, identifies need, and if applicable, directs to appropriate personnel.

Answers phone assists members with questions, aids in problem solving, and addresses concerns promptly and effectively.

Ensures that Association mail and packages are delivered.

Responsible for updating and maintaining daily slides on the lobby TV monitor.

Assists with other duties as assigned by the Chief Executive Officer and Director of Meetings & Events.

Mack Powell Event Center (MPEC)

Point of contact for MPEC rental inquiries.

Perform intake duties and provide Facility Rental Application (FRA) forms to prospective clients.

Create and provide proposals, contracts, and MPEC information to clients as needed.

Review and coordinate calendar availability with the Director of Meetings and Events to reserve venue spaces.

Maintain communication with MPEC clients in a timely manner.

Create invoices and process payments.

Conduct facility tours.

Create all set up floor plans, including event details.

Schedule security for events based on logistical requirements.

Handle all follow-up event logistics, including vendor coordination.

Post-event communications.

Manage post-event deposit processing and distribute refunds or charges accordingly; conduct follow-up communication to request feedback or reviews.

Provide additional assistance as assigned by the Chief Executive Officer and Director of Meetings & Events.

Meetings and Events

Provide administrative and logistical support to the Meetings and Events Department, as needed.

Duties may include preparing meeting notices, agendas, minutes, refreshments, and assisting with room setup.

Support Association meetings and events, such as the Main Membership Meeting and others, only when additional staffing is required.

Assist with event-related tasks such as registration check-in, ticket and sponsorship tracking, and on-site logistics.

Provide in-person event support as needed, which may include occasional evenings or weekends.

Perform other event-related tasks as assigned by the Chief Executive Officer and Director of Meetings & Events.Requirements:

Qualifications & Skills

Exceptional customer service and communication skills

Ability to apply common sense understanding to carry out instructions either written, oral, or diagram. Ability to analyze data and identify potential errors.

Professional and welcoming demeanor with strong interpersonal abilities

Proven organizational and time management skills

Ability to multitask and prioritize in a fast-paced environment

Experience handling administrative duties

Proficient with Microsoft Office Suite and comfortable learning new software

Familiarity with event coordination or facility rentals preferred

Detail-oriented with ability to manage follow-up communications and financial transactions

Ability to work independently while also collaborating within a team structure

Ability to effectively communicate with members, volunteers and professionals in various social settings while providing excellent customer service under pressure.

Physical Requirements

Ability to sit, stand, and walk for extended periods

Must be able to lift and carry up to 25 pounds (e.g., event materials, packages, supplies)

Frequent use of hands and fingers for typing, writing, and handling office equipment

Ability to bend, reach, and lift as needed during event setup and breakdown

Must be able to communicate clearly in person, over the phone, and via email

Visual acuity required for reading documents, working on a computer, and creating setup diagrams

Full-time