Full Job Description

Overview:

To monitor, control, and audit all financial transactions, and to perform a full range of professional accounting duties involved in fiscal management, record keeping, reporting and financial analysis of the facility.

Responsibilities:

• Process and prepare accounts payable invoices.
• Verify & post entries to general ledger accounts; run trial balances
• Detail processing for accounts receivable and collection calls for outstanding payments.
• Process Box Office ticket reports and record transactions.
• Assist with month end closing procedures.
• Prepares select event settlements and sales journals.
• Reconcile balance sheet accounts.
• Handle payroll processing and onsite Human Resource functions.
• Prepare audit work papers and perform analysis of accounts.
• Perform analysis of accounting records; prepare event profitability statements.
• Prepare sales statements.
• Assist with employee record maintenance.
• Perform related professional accounting work in support of accounting functions.
• Apply Federal, State, and local laws and regulations pertaining to accounting and auditing work.
• Examine and verify a variety of financial documents and reports.
• Prepare a variety of financial statements, reports, and analyses.
• Operate a ten-key calculator by touch at a speed necessary for successful job performance.
• Operate a computer to perform accounting functions.

Qualifications:

• One year of professional accounting experience preferably including some supervisory experience. Some experience in building management industry preferred but not required
• A Bachelor’s Degree from an accredited college or university with major coursework in accounting, finance, business administration or a closely related field.
• Must be accurate and efficient with ability to meet deadlines
• Capable of working with all levels of management
• Knowledge of Sage 100 preferred.
• Proficient in Microsoft Office, Word, Excel, and Outlook required

JOB TITLE:               Event Coordinator

Reports To:                         Facilities Director

FLSA Status:               Full Time Hourly; Non-Exempt

Supervises:                 Event Staff

EEO Status:                 First / Mid Level Official or Manager

SUMMARY:

The Event Coordinator will manage every aspect of their assigned events from the advance planning stages through the end of the event; occasionally hire, train, schedule and supervise all event related staff, as well as oversee building security and parking issues and interact with local public safety officials to ensure events run smoothly; coordinate communication between event related staff and delegate assignments; be responsible for and ensure overall customer and lessee satisfaction.

ESSENTIAL FUNCTIONS (including, but not limited to…):

• Responsible for planning, coordinating, and facilitating the logistics of events throughout the Nampa Civic Center
• Develop and control event budgets including preparing pre-show event financial estimates and completing post-show financial settlements based on contractual requirements.
• Ensure timely and accurate event information is delivered to the finance department for settlement/invoicing purposes
• Process credit card charges and all other billing for the Nampa Civic Center events and communicate charges with Finance when needed
• Detail event for client approval and internal communication by creating Data Sheet using the building template
• Follow the specific procedures for compiling information into the various Share Drive folders
• Assist internal and external clients with event logistics and suggest the most effective ways to use the facility for specific types of functions.
• Exercises discretion and utilizes independent decision-making during events that will best represent the Nampa Civic Center and serve the client.
• Ensure that all event insurance certificates, licenses and permits required for production are obtained in a timely manner, including pyrotechnics and traffic control
• Advance and communicate all event information to appropriate departments and staff
• Troubleshoot during event preparation and during event to ensure that all event setups are correct including making decisions about policy, procedures, billing and staffing
• Oversee all production, set up, event staff, event-related contract services
• Create work schedules for event and security staff, delegate assignments and review performance and results
• Responsible for the Events department role in the execution of event contracts and rental agreements
• Act as facility manager on duty as required
• Communicates in a timely fashion any/all problems and proposed solutions to the GM and/or Director of Events
• Receives and responds to complaints from tenants and the public or refers them to the Director of Events
• Prepares events reports noting attendance, times, significant problems, etc.
• Ensure collection of all deposits and certificates of insurance by due dates
• Finalizes lessee requirements including table arrangements and number and nature of support personnel (ushers, security guards, caterers & decorators)
• Interacts with other facility staff in a courteous, cooperative, and professional manner
• Provide excellent customer service to internal and external clients
• Exemplify the GREAT philosophies
• Communicates with Sodexo Catering services for catering, beverage request, bar, security, and event planning.

NON- ESSENTIAL FUNCTIONS:

• Perform other duties as assigned

QUALIFICATIONS:

• Two (2) years of increasingly responsible event management experience in a stadium, arena, convention center or public assembly facility setting highly preferred
• Bachelor’s degree or better from an accredited college or university with major course work in facility management, marketing, business administration or related field
• Proficient in use of Microsoft Office programs; experience with AutoCAD preferred; timekeeping and security software
• Knowledge of operational characteristics of events, including crowd management and control techniques; fire and public safety regulations, food service practices, A/V equipment and relevant federal, state, and local regulations
• Ability to communicate clearly and concisely in the English language, both orally and in writing
• Production experience involving concert set up, audio, video, lighting, and rigging preferred
• Self motivated with excellent interpersonal and communications skills and the ability to function and make management decisions in a fast-paced high-pressure environment
• Ability to work independently and as part of a team
• Must be available to work a flexible schedule, including long nights, early mornings, weekends and holidays as needed

INTELLECTUAL/SOCIAL, PHYSICAL DEMANDS AND WORK ENVIRONMENT:

The intellectual/social, physical demands and work environment characteristics 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.

Intellectual/Social demands:

• While performing essential functions of this job, the employee is continuously asked to multi-task under time limits and with moderate to high pressure situations.  Position requires constant attention to precise details and accuracy of specified standards including: following simple to complex (more than 3 steps) instructions, and concentration which frequently extends beyond 30 minutes at a time. Employees in this role will frequently be in leadership role; this requires directing others either verbally or in writing to complete tasks in prescribed time frame.  This position also requires frequent use of interpersonal skills including: ability to direct/motivate/inform staff and foster collaboration, being able to recognize and resolve conflicts, being able to openly communicate in writing and verbally with clients.

Physical demands:

• While performing the essential functions of this job, the employee will frequently operate a computer and other office devices such as calculators, telephones, radios, copy machines, faxes and printers.  Employee will constantly move about inside and outside various areas of the facility before/during /after events to interact with internal/external clients and supervise the work of employees during events.  Employee must constantly communicate via telephone, radio, email and in-person with others and exchange accurate information.  Employee may occasionally be required due to business demands and event operations to lift and/or move up to 50 pounds.

Work environment:

• The duties of this position are performed primarily indoors in an office environment. The noise level in the work environment is usually minimal to moderate during non-event days and moderate to loud during event days.

Wage: $12.00 HR

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Ability to deal tactfully and courteously with the public and demonstrate excellent customer service skills.
• Sets up stages, tables, chairs, public announcement system and other needs to client specifications for events and functions; cleans facility before and after events.
• Performs various tasks associated with the custodial profession, such as sweeping, moping, striping, waxing and buffing floors, cleaning restrooms; removes trash from facility; picks up trash outside of facility's perimeter and maintains parking areas.
• Assists with load-ins and load-outs of equipment for concerts and events.

ADDITIONAL JOB DUTIES

• Knowledge of safety rules, regulations, procedures, and practices.
• Knowledge of facilities maintenance and repair and cleaning including industrial size cleaning equipment and practices.
• Ability to express ideas effectively and communicate effectively in oral and written forms.

PHYSICAL REQUIREMENTS

• Work requires the exertion of 100 pounds of force occasionally, up to 50 pounds of force frequently, and up to 20 pounds of force constantly to move objects.
• Work requires climbing, balancing, stooping, kneeling, crouching, crawling, reaching, standing, walking, pushing, pulling, lifting, fingering, grasping, and repetitive motions.
• Vocal communication is required for expressing or exchanging ideas by means of the spoken word.

NECESSARY KNOWLEDGE, SKILLS AND ABILITIES

• High school diploma or equivalent.
• Valid driver's license.
• Self-motivated and ability to perform well with minimal supervision