Execute day-to-day planning of events; oversee the coordination of bookings, contracts, diagramming and staffing of events, coordinate all related tasks from bookings through billings. Control and develop the annual Civic & Convention Center budget.
Essential Duties & Responsibilities
Allocate proper resources for all events. Ensure the proper execution of all aspects of events per customer requirements through proper event monitoring and supervision of processes.
Complete contracts and reservations. Meet with customers to determine customer needs.
Supervise and develop employees. Schedule employees to work events and set-up events. Inspect the work of subordinates and provide training to staff. Verify all payroll paperwork.
Review and approve final billing prior to release of invoices. Manage collections and approve special rates.
Prepare monthly reports and an annual summary of revenues and expenditures.
Control and development of operational budget for the Civic & Convention Center.
Responsible for overseeing all purchases and expenditures for the convention center. Comply with cash handling procedures. Purchase necessary supplies. Submit budget considerations annually. Comply with cash handling procedures.Enforce Financial Controls and update as needed.
Interact tactfully and professionally with the public and customers per department customer service standards.
Prepare monthly revenue & expenditure reports related to the Civic & Convention Center operations.
Coordinating sales campaigns, revenue generating events and achieving bookings goals for the Civic & Convention Center. This may also be required to coordinate with the Destination Marketing division of the Marketing & Communications Department and/or other City departments.
Prepare monthly alcohol sales tax reports for the Texas State Comptroller’s Office and Finance
Reconcile revenues in booking software (RecTrac), current financial software (Naviline), and Event Pro each month; notify Finance when accruals may be processed.
Ensure appropriate staff have current TABC and Food Handlers certifications.
Manage TABC Permits required for on-premises consumption and for special off-site events. Submit annual TABC Compliancy Reporting.
Manage lessee and service contracts; presents requests for edits and changes to City Attorney’s Office
Prepares and/or reviews all catering quote and facility lease requests.
Manages annual performance reviews, performance goals, and annual training for all staff.
Negotiates contract terms with prospective clients.
Evaluates, negotiates and approves proposals for event/convention space that have been sought by facility staff and sales personnel from the Destination Marketing division of the Marketing & Communications Department and/or facility requests made by other City departments.
Monitors facility systems and reports or manages all repairs for the entire facility including machinery, plumbing, electrical, roofing, fixtures, kitchen equipment, freezers, refrigerators, alarm systems, AV equipment, electronic marquee and generator
Develops, updates and maintains facility emergency planning and response procedures (weather, fire, tornado, active attack, bomb threat, chemical spills, etc.)
Bachelor’s degree preferred with emphasis in Recreation Administration; Business; Management; or a related field preferred.
Minimum of two years’ experience at a supervisory level with a convention center, a multi-purpose/multi-use facility or equivalent position.
Valid driver’s license required.
Must be able to obtain TABC and Food Handlers Certification required within ninety (90) days of hire.