Event Coordinator - Facilities Coordinator Supervisor

Major/Essential Functions

• Coordinate event setup logistics, including room layouts, furniture placement, decor handling, equipment needs, campus deliveries, and overall event readiness.
• Work directly with event planners, clients, and internal partners to understand event needs, participate in site visits, and offer setup recommendations.
• Ensure event spaces are prepared accurately, safely, and by established deadlines.
• Provide professional customer service before, during, and after events, including greeting customers and responding to setup, facility, or operational needs.
• Support a positive client experience by communicating clearly, following through on event needs, and helping resolve issues as they arise.
• Schedule, train, direct, and monitor full-time, student, and temporary setup staff.
• Ensure staff complete assigned work safely, efficiently and in alignment with departmental expectations and university policies.
• Provide day-to-day task direction and ensure employees remain on task and responsible with university time, property, and resources.
• Monitor time and attendance practices, including punch-in and punch-out accountability.
• Recognize strong performance and address performance concerns through appropriate coaching, feedback, and private corrective guidance. 
• Monitor assigned event and facility spaces for cleanliness, safety, maintenance needs, and overall operational readiness.
• Maintain working knowledge of building environments, including AV, lighting, heating and air, outdoor areas, parking, access needs, and general facility conditions.
• Oversee basic custodial and maintenance needs for Hance Chapel and other assigned spaces.
• Submit, communicate, and track maintenance needs through the Hospitality work order system.
• Support safety practices in buildings, during event setups, while moving equipment, and when operating university vehicles on campus or in the community.
• Respond to emergency or after-hours needs when on call or assigned.
• Coordinate and support campus deliveries, equipment movement, truck usage, event supplies, and operational logistics needed for events and departmental activities.
• Ensure safe and appropriate use of university vehicles, event equipment, mobile elevating work platform (MEWP), tools, supplies, and related resources.

• Demonstrated knowledge of event planning and management processes, including logistics coordination, vendor relations, budgeting, and on-site execution for a variety of events such as social functions, recognition ceremonies, conferences and institutional meetings.
• Strong organizational and project management skills, with the ability to plan, prioritize, and execute multiple events simultaneously while meeting deadlines.
• Ability to coordinate effectively with various stakeholders, including faculty, staff, students, external vendors, and performing groups.
• Skill in developing and implementing event publicity and promotional strategies across multiple platforms. 
• Knowledge of budgeting practices and ability to monitor, approve, and reconcile event-related expenditures in accordance with institutional policies.