Events Coordinator - Austin, United States - Associated Builders and Contractors Central Texas

Description

Under supervision of the Chapter President, the Chapter Events Coordinator is responsible for and oversees all logístical aspects of the Chapter-wide events.

• Input all website registration into the membership database.
• Contact registrants and follow up as necessary to clarify registrations.
• Provide printable name tags, drink tickets, rosters, etc. for all regional events.
• Serve as lead staff person on the production of all ABC Central Texas Chapterwide events and regional events as assigned.
• Responsible for sponsorship tracking and communications with sponsors for all events.
• Collaborate with President and Director of Membership on the following: Event eblast, Event graphics, Event signage, Event swag, Event materials.
• Ensure supplies are prepped prior to event day by communicating with the appropriate ABC CTX team member.
• Manage post event deliverables, including but not limited to finalizing registration lists, handing in receipts, working with appropriate ABC CTX team member to finalize event financials
• Help develop, monitor, and manage Chapter wide event budgets within scope of responsibilities, in collaboration with President/CEO services, including final bill resolution.
• Manage staff and volunteers for inperson chapter wide events including outlining, delegation, and management of tasks for the team onsite.
• Develop and report on event status including room block, F&B planning, space allocation, AV, prizes, raffle prizes, and planning concerns.
• Manage inperson planning and execution of room sets, audio visual, internet, electrical, security, food & beverage, etc.
• Manage hotel/ venue staff and other vendors to ensure the event is executed per our specifications.
• Developing, revising, and distributing RFP's to selected hotels/venues
• Research and evaluate venues and facilities; conduct site inspections, and make recommendations to leadership regarding site selection
• Requesting, collecting and negotiating contracts from selected facilities
• Reviewing contracts to verify all terms are as requested
• Communicate with staff and volunteers of event timelines.
• Coordinate the onboarding of new members with the Membership Director.
• Input all necessary information into our online database.
• Update our distribution lists as necessary.
• Serve as staff liaison to our Events and Programs Committee.
• Other duties as assigned by Chapter President.

• Minimum two years relevant work experience.
• Knowledge with planning large events such as golf tournaments, clay shoots, award galas, networking events, luncheons, etc.
• Selfstarter, efficient time management, and excellent organizational skills.
• Exceptional interpersonal skills.
• Strong attention to detail and meticulous followup skills.
• Has the ability to communicate professionally verbally and in writing to a diverse membership and others contacted in the course of work.
• Team player.
• Possess excellent negotiation skills.
• Professional demeanor and presentation of self.
• Strong problemsolving abilities.
• Possesses the ability to multitask and prioritize responsibilities.
• Has strong Microsoft Office program skills.
• Organizational awareness & resourcefulness understanding of whom to engage in order to identify solutions & resolve issues.
• Ability to take ownership of a process and to use problem solving skills to resolve issues.
• Demonstrates the highest level of personal and ethical standards.
• Travel up to 10% by land and/or air throughout the Central Texas region as required.

• Work cooperatively and in peertopeer environment with all members of the staff.
• Participate in all staff meetings, events, and workshops, as requested.
• Respond promptly to requests from any member and teammates.
• This is a nonexempt full time position; includes employment benefits, and business mileage from primary office to work related locales (not commuting) reimbursed at the standard IRS rates.
• Work typically during normal office hours which are Monday-Thursday 8:00 am 5:00 pm, and Friday 8:00am12:00pm.
• Daily hours may vary based on seasons and/or Chapter events.
• Chapter territory includes fifteen counties in Central Texas.
• Hybrid homeoffice/principal office work could possibly be negotiated after a time of in person work at the office.
• All ABC Central Texas team members are expected to be flexible and helpful with the ongoing needs of the Chapter within the entire chartered territory which includes 15 Texas Counties.
• Office attire is business casual, but may vary from time to time.
• ABC Central Texas is a tobacco/smoking/vaping/drugfree environment.
• Reliable transportation is a requirement.
• Must be able to sit, stand, bend, and lift 15 pounds.

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