Administrative Services Officer 2 - Event Coordinator

The Event Coordinator is responsible for a range of administrative, operational, and event related activities to ensure the Nashville Municipal Auditorium provides the highest quality of service during its varied event schedule.

The candidate must be available to work nights and weekends.

• Develop sales materials including ads for local business outlets.
• Develop and implement marketing campaigns for Municipal Auditorium.
• Develop and execute long term event and program planning.
• Ensure a safe environment is maintained for show personnel and spectators respecting codes, regulations, and emergency laws.
• Monitor events to ensure compliance with applicable building regulations, satisfaction of participants, and resolution of any problems that arise during events.
• Facilitate discussion toward finding solutions to problems that may arise.
• Design and plot events on Vectorworks and create seating maps for the box office.
• Manage events on show days, creating detailed event plans, implementing/distributing gathered information from promoters, and supervising labor calls, security services, EMT services, and other contracted labor services.
• Ensure all technical and operational needs of the promoters and crew are met.
• Book show essential personnel, such as security and EMTs as needed.
• Speak with potential clients about rental rates, available dates; provide an estimate of expenses, and staffing quote.
• Update event booking calendar on Outlook with event holds and confirmed events.
• Provide event booking calendar (jpg & pdf) every Monday morning to Promoters and MHOFM using Adobe Acrobat.
• Provide prospective clients with the rental application, and all necessary information requested.
• Respond to any RFPs sent for bid by prospective clients, including the NCVC and Cvent application.
• Create contracts; and send to Metro Legal for approval.
• Work cooperatively with Metro Legal to make any changes/amendments requested from clients legal to non-standard contracts.
• Email executed contract to client with estimate of expenses and staffing quote. Provide expected return date to client for signed contract, deposit, balance due, and insurance so that contracting documents are received in a timely manner and a fully executed copy memorialized/distributed.
• Create event folders for each contracted event.
• Manage event information on Outlook including contact info, contracts and related materials, event correspondence, and invoices.
• Scan in and email the fully executed agreement back to the client.
• Create a final statement post event and distribute to clients for final settlement.
• Follow up with clients if necessary, sending reminders to clients to return contracts, deposits, insurance, and balance due, and invoices.
• Update electronic marquees with show approved language.
• Provide backup to Payroll, Accounts Payable, and Procurement.

EDUCATION AND EXPERIENCE

Bachelor's Degree and 1 year of professional experience in event coordination or a related field.
NO SUBSTITUTION

LICENSE REQUIRED: Valid Driver License

Candidates with accreditations earned in a foreign institute are encouraged to apply.

Note: Per Metro Ordinance No. SO94-1078. All employees of the Metropolitan Government shall be residents of the State of Tennessee or become residents of the state within six (6) months of employment as a prerequisite to employment with the Metropolitan Government.

• Experience with all building and event related equipment, including staging, rigging, sound, lighting, CAD, etc

• Experience producing event statements and conducting event settlements with clients

We are an equal opportunity employer. All individuals, regardless of personal characteristics, are encouraged to apply. Metro Nashville is committed to selecting the most qualified candidate for each of our roles.

Metro Nashville Government respects the religious beliefs and practices of all employees and will make, on request, an accommodation for such observances when a reasonable accommodation is available that does not create an undue hardship on business operations.

Requests for ADA or other protected accommodations for the recruitment process should be directed to Human Resources at ....