Event Services Coordinator

Location

Spartanburg, SC | United States

Job description

SUMMARY OF POSITION: The Event Services Coordinator is a 28-hour per week employee responsible for day-to-day operations of the Converse Box Office and Event Services. Exceptional customer service and organizational skills, patience, a friendly demeanor and good listening skills are essential to the success of this position. The Event Services Coordinator will create, manage and sell tickets for events to include, but not limited to, the Converse Theatre and Dance performances, Moseley Series, any Rental events requesting the service, and for community partners including The Nutcracker Ballet, and season tickets for the Spartanburg Philharmonic. The Event Services Coordinator will also assist the Director of Event Services with day to day operations of the department. Availability to work during the occasional evening and weekend events is required.

ESSENTIAL DUTIES AND RESPONSIBILITIES: The Event Services Coordinator position requires excellent customer service skills, a sense of urgency in completing tasks efficiently, and an ability to handle stressful situations in a quick-paced environment while in compliance with the University's Service Expectations.

Box Office Functions: 70%

• Manage the daily workings of the box office, including working with our community partners and their patrons, answering phones and emails, selling tickets, counting cash box contents, printing and filling online ticket orders through the ETix ticketing platform, responding to voicemails and returning calls, assisting with ticket exchanges and refunds, complimentary tickets, and maintaining an up-to-date voicemail message.
• Create event pages through ETix platform by working with the event promoter to get a description of the event, an image for the web page, and any ticket prices, section restrictions, coupons, discount codes, comp tickets, etc. A link to the event site will be created and sent to the promoter to put on their respective website to promote ticket sales.
• Communicate with Spartanburg Philharmonic to set up season events and create season subscriber packages, maintain accurate information on season patrons, process and print subscriber tickets. This is a March - June process and then will continually receive throughout the season subscriber updates from the Philharmonic, to include reserved season ticket information, that will be updated in the ETix system. Event pages will also be created for these events.
• Communicate with The Petrie School of Music regarding the Carlos Moseley Series. Create packages and single event tickets for this group. Also process and print patron tickets. Same process as other groups.
• Work with the Converse Theatre and Dance department to create events through ETix by receiving a description, ticket costs, an image, and will give a link for the website.
• Manage the Converse Box Office and Will Call for events for Spartanburg Philharmonic, Moseley, and other performances by renters including some evening and weekend performances. During the time leading up to the event (day of the event), there is a responsibility to answer phone calls and emails to fill ticket orders. Will attend the actual events and get student worker assistance to work the box office. At the event, the box office will have tickets available for sale, pick up at Will Call, or reprint any lost tickets.
• Keep record of complimentary ticket requests for each ticketed performance or event as instructed by the host.
• Ensure appropriate Box Office and Will Call staffing is scheduled for all ticketed events and that the scanners used are updated, charged, and in ready condition.
• Mentor and work with a Student Worker(s) and train on the ticketing platform, customer service, box office policies, etc.
• Work closely with Campus Technology to ensure all equipment is working properly for each event (scanners, printers, computers, iPad, square, ethernet, WiFi)
• Work closely with the ETix ticketing platform representatives to ensure all processes are working seamlessly for staff and for patrons.

Event Services Functions: 30%

• Respond to rental inquiries answering questions for potential outside rentals. These inquiries come in the form of a form stack inquiry via the website or through emails and voicemails.
• Maintain rentals on the Google Calendar by reserving respective spaces for set up and the event. Input work orders to ensure the rented facility is cleaned, stocked, and set up to the renters' specifications, then broken down, cleaned, and reset.
• Produce contracts for each rental and ensure all appropriate paperwork and proof of insurance is returned once agreed upon date and time have been resolved.
• Monitor and bill for deposit payments for Twichell invoicing the renter at appropriate times for their deposits and final bill payments.
• Invoicing renters after the event for any amount still owed and include any additional services, ie Housekeeping hours, Technical hours, security, excessive cleaning, etc.
• Keep a spreadsheet of all invoiced amounts, box office receipts, rental receipts, and associated expenses
• Receive payments and deposit into appropriate rental account(s)

JOB QUALIFICATIONS: Proficiency in Google applications (Google Docs, Sheets, Calendar), Word, Excel, and ETix or other ticketing platform. Must be friendly, attentive and able to prioritize and multitask. Customer service skills are essential. Extremely organized from both a scheduling perspective and an accounting perspective. Ability to work with other organizations to provide service to them and assist with reaching their desired event goals. Ability to work within a small town and close quarters.

MINIMUM QUALIFICATIONS: Ability to work nights and weekends.

PREFERRED QUALIFICATIONS: Organized and customer service oriented. Ability to learn quickly and work independently with a sense of urgency.

KNOWLEDGE, SKILLS, AND ABILITIES: Proficiency in Google applications (Google Docs, Sheets, Calendar), Word, Excel, and ETix or other ticketing platform. Must be friendly, attentive and able to prioritize and multitask. Customer service skills are essential. Extremely organized from both a scheduling perspective and an accounting perspective. Ability to work with other organizations to provide service to them and assist with reaching their desired event goals. Ability to work within a small town and close quarters.

GUIDELINES AND SUPERVISION: Can work independently and discreetly. Comes into contact with private information so must be discreet. Ability to work independently within a small team and within close quarters.

SPECIAL CONSIDERATIONS: Ability to multitask while interacting with the public.

DISCLAIMER: The preceding job description has been designed to indicate the general nature and essential duties and responsibilities of work performed by employees within this classification. It may not contain a comprehensive inventory of all duties, responsibilities and qualifications required of emplo y ees to do this job.

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