Job Description

The Events Coordinator is responsible for assisting with planning, developing, coordinating, and executing an operational management plan for NOVA Parks event rental sites. Work is performed under the general direction of the Hospitality and Event Sales Manager with some latitude for independent judgment and action. Annual performance goals will be set for the Events Coordinator.

ESSENTIAL FUNCTIONS (with illustrative examples of work)

Assist with coordination and oversight of events:

• Respond to verbal and written inquiries for information about NOVA Parks rental facilities.
• Work closely with in-house site and Catering staff as well as outside event staff.
• Assist with planning and participation in wedding shows, open houses, and other facility marketing outreach.
• Provide information on various events.
• Reserve required space/facility and ensure readiness for event.
• Serve as liaison between renters and NOVA Parks in the absence of the Hospitality and Event Sales Manager.
• Oversee events.
• Ensure timely and orderly cleaning of facility before and after use.

Assist with administration of reservation system for rental facilities:

• Respond to inquiries for reservations and book reservations.
• Promote and market rental facilities by providing information on other facilities and rental options.
• Actively develop new sales leads.
• Correspond with clients to confirm reservations, to initiate prompt payment and/or to make special arrangements as requested or required; communicate those needs with management.
• Receive and/or process payments, issue receipts, prepare other documentation as needed.
• Generate standard reservation permits and contracts.

Perform various office/clerical functions:

• Operate personal computer to prepare correspondence and/or reports.
• Compile detailed activity reports to include: bookings, cancellations, deposits, payments, sales projections and leads.
• Order and maintain needed supplies.
• Prepare various statistical reports.

REQUIRED QUALIFICATIONS (minimum)

Education : Graduation from high school; BA or AA degree in hospitality or related field preferred.

Physical : Non-manual work with strength and dexterity necessary to perform all required tasks, including lifting, stooping, bending, and working in tiring and uncomfortable positions in an office setting. Will lift and move banquet tables and chairs; will climb ladders.

Experience : Two years in hospitality industry or closely related field or any equivalent combination of education, training, or experience which provides:

• Availability to work a flexible schedule including most weekends during wedding season.
• Ability to perform routine custodial duties such as cleaning restrooms and stocking supplies, sweeping floors and helping with preparation and clean-up of special events.
• Knowledge of principles, methods, and practices involved in Event Facility Management.
• General knowledge of marketing principles and techniques with ability to assist with the development and implementation of an effective, results-driven promotional plan.
• Knowledge of reservation practices and procedures.
• Knowledge of basic event catering functions.
• Ability to develop and maintain effective relationships with co-workers, and partnerships with outside vendors/contractors/associations.
• Considerable ability to identify and isolate problems and to initiate appropriate actions.
• Considerable ability to deal courteously and effectively with the public and special interest groups, and to provide a strong, positive public relations program; w/considerable ability to interpret and explain NOVA Parks policies, rules, and procedures to employees and to the public.
• Considerable ability to communicate clearly and effectively with ability to prepare and present accurate reports.
• Working knowledge of personal computers and various software applications.
• Possession of or ability to obtain and maintain driver's license with safe driving record.
• Availability to work evenings and weekends at special events and/or ceremonies.
• Ability to obtain food service certification.
• Certification or ability to obtain certification in CPR and First Aid.
• Regular and predictable attendance is an essential function of the position.

Duties and responsibilities are designed to be the essential elements of the job. They do not preclude the performance of related, or even unrelated, jobs which may be necessary to properly and efficiently complete all work assignments. NOVA Parks reserves the right to amend job specifications to meet current needs.

Benefits : This position is a benefit eligible position. Benefits include medical and dental insurance, life insurance, long-term disability, retirement plan, and more.

Testing : The Events Coordinator position is classified as a safety sensitive position. Candidates for full-time, safety sensitive positions must submit to a pre-employment drug screening and achieve a negative result as a condition of employment.

It is the policy of the Northern Virginia Regional Park Authority to prohibit discrimination on the basis of race, sex, color, national origin, religion, age, veteran status, political affiliation, genetics, or disability in the recruitment, selection, and hiring of its workforce.

Reasonable accommodations are available to persons with disabilities during application and/or interview processes per the Americans with Disabilities Act. Contact 703-352-5900 for assistance.

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