The Phillip and Patricia Frost Museum of Science is seeking a full-time Event Venue Coordinator. This position is responsible for coordinating event logistics and act as a liaison between the Sales Department, client and other departments of the museum to ensure a successful event, and will help prospect and sell birthday parties at the museum. This role will also work with the Education department to help make group, field trip, and educational programs reservations, answer inbound phone calls and web inquiries, and to provide superior customer service to all guests .The Event Venue Coordinator will strive to provide exceptional service to both internal and external guests at all times.

KEY DUTIES AND RESPONSIBILITIES

• Work with Event Sales Manager to maintain institutional event calendar, responding (as requested) to all requests within 24 to 48 hours.
• Maintain communication with clients on a regular basis to develop a relationship to insure the needs of the client and understood clearly and accurately.
• Follow up on all turnovers within 24 hours via telephone and within 3 days with written correspondence.
• Keep immediate supervisor fully informed of all problems or matters requiring their attention.
• Consistently offer professional, friendly and engaging service.
• Outlines all details of event rentals in the form of BEO’s and other reports so as to provide timely information to other departments regarding set up, purchasing, and private tours.
• Obtain final guarantees for events 72 hours prior to the event.
• Maintain open communication with Event Sales Managers and other museum stakeholders to schedule deliveries, finalize vendors’ order etc.
• Attend meetings with the museum’s internal caterer.
• Conduct pre-post conference meetings when it is agreeable with the client.
• Coordinate all aspects of events as assigned by the Event Sales Manager to include but not limited to event agenda, audio-visual requirements, special attention guests, function room set up, group transportation, billing instructions, box storage and deliveries, power requirements, key requirements, registration desk requirements, entertainment.
• Audit final invoice for assigned groups and responsible for collecting payment in a timely manner.
• Coordinate with other departments the client’s needs which will directly affect that department (security, guests’ services)
• Work closely with vendors for event needs.
• Inspect room set up and equipment prior to each event
• Assist with events as needed.
• Communicate with teachers, group leaders and individuals by phone and email to answer all questions and suggest appropriate programs.
• Maintain accurate and current financial and attendance reports regarding group arrivals, event/class/camp registrations.
• Enroll individual patrons in assorted educational programs.
• Send invoices, payment reminders and receipts as needed.
• Invoice and post payments for scheduled reservations/registrations.
• Invoice schools for additional payments due after their visit (aged receivables).
• Maintain excellent customer service by maintaining a positive and friendly attitude and through guest interactions by answering questions related to reservations and other general information about the museum.

MINIMUM JOB QUALIFICATIONS/EDUCATION:

• Two or more years of relevant work experience.
• Bachelor’s degree in Hospitality Management preferred.
• Basic knowledge of Microsoft Office.
• Knowledge of specific hospitality industry applications preferred. 

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES

• Strong organizational and communication skills.
• Must work well under pressure.
• Fluency in other languages will be beneficial.
• Must have the ability to handle multiple tasks at once.
• Strong interpersonal skills.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit, talk and hear. The employee is occasionally required to walk; use hands and fingers to operate a computer and phone; and reach with hands and arms. The employee must occasionally lift and/or move up to 30 pounds on select occasions. Specific vision abilities required by this job include close vision and the ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those as employee encounters while performing the essential functions of this job. Work time will be split between an open office setting and on the museum floor. Occasional exposure to outdoor activities may be requested. Weekend, holiday and evening work in alignment with reservation needs is required.

CLEARANCE REQUIREMENTS:

• Level 2 background clearance as defined by Miami-Dade County Public Schools.
• Drug screening as part of the Drug Free Workplace Program.
• Must have received or be willing to receive the COVID-19 vaccine(s) by date of hire to be considered for employment unless applicant is eligible for an exemption pursuant to all applicable laws.