Coordinator, Events

Description

POSITION TITLE:     Coordinator, Event

REPORTS TO:           Signature Events Manager 

STATUS:                    Nonexempt

LOCATION:              Mostly On-Site 

SALARY RANGE:     $49,200 - $50,660

COMPANY OVERVIEW

Feeding Tampa Bay serves ten counties in West Central Florida and is a leader in hunger relief across our region. Just last year, we served 85M meals to our neighbors through direct service and through our network of 400+ food pantry partners. 

But, we know food alone won’t solve hunger — that’s why we’re redefining what it means to feed our region. By creating pathways to possibilities for nearly 1 million people, Feeding Tampa Bay connects and convenes solutions, partners and resources that nourish long-term stability. As a member of the Feeding America network, we will work to dismantle barriers for individuals, families and seniors across our area — because it’s possible.

POSITION SUMMARY

The Event Coordinator at The Causeway Center plans and manages diverse events, handling all logistics from client relations and budget management to on-site execution and vendor coordination while ensuring compliance and fostering positive stakeholder relationships. This role requires a comprehensive understanding of center operations and a commitment to creating memorable experiences, acting as the primary contact for clients and stakeholders throughout the event lifecycle.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Under direct supervision of the Events Manager, the Event Coordinator’s primary duties and responsibilities are planning and managing events of varying sizes and purposes at The Causeway Center. 

The Event Coordinator works primarily with internal and some external clients, manages timelines, schedules, and budgets, and coordinates all event logistics. This role will oversee event setup, execution, and teardown, ensuring smooth operations and promptly addressing any issues. The role involves creating memorable experiences while serving as the main point of contact for client meetings and events of average complexity. 

• Provides professional client services in the planning, organizing, and managing of internal and external events, to include logistics, floorplans, menus, and pre-and post-event evaluations
• Handles leads to respond and manage inbound inquiries for events, including corporate events, holiday parties, and community gatherings, in a timely manner, escalating appropriate events to the Signature Events Manager. 
• Plan all event details and aspects, including but not limited to floor plans, vendors, timeline, catering, etc. to ensure FTB and city-enforced policies are followed
• Maintain events calendar and detailed schedule documents to coordinate with internal support teams (culinary, facilities, AV, etc.)
• Execution of all aspects of event planning including coordination from function space set-ups and food and beverage coordination via banquet event orders using catering software
• Provides on-site event support including after-hours and weekend events to manage full event life cycles
• Establish and maintain strong relationships with vendors and clients to ensure satisfaction and repeat/referral business
• Manages inventory and tracking of linen and any in-house upgrades, such as candles, centerpieces, etc.
• Produces contracts and invoices for events, monitors the collection of fees
• Creates diagrams and floor plans with setup requirements
• Ensure compliance with applicable safety standards, including obtaining certificates of insurance from vendors, capacity limitations, and access and egress conditions
• Be a positive ambassador of FTB with the ability to “sell” the unique features of our location as a premier space in the Tampa Bay area to host events and support the nonprofit community
• Generate event estimates and ensure that billable services and equipment are invoiced accordingly for event settlement with Finance
• Assists with setups as needed: moving tables, chairs, podium, stanchions, floor carpet install, and tear down
• Exemplifies the desired culture and philosophies of Feeding Tampa Bay.
• Supports other events managed by the department as needed
• Willing to actively participate in mission-driven programs, such as food distribution initiatives and disaster relief operations as needed.
• Other duties as assigned 

Requirements

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below represent the knowledge, skills, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

EDUCATION and/or EXPERIENCE

• Excel working in a fast-paced, evolving environment and demonstrate the ability to embrace the FTB’s commitment to treat all people with equity and respect in pursuit of our mission to feed people in need and mobilize our community to eliminate hunger
• Minimum of 1-3 years of experience in event sales and event execution for hospitality, event industry, convention center, or equivalent; Bachelor’s degree preferred
• Collaborative mindset to work and uplift with clients, internal teams, and internal vendors
• Ability to communicate kindly, and maintain a positive attitude and work environment while working with diverse groups of people
• Problem-solver with the ability to make decisions under pressure
• Self-starter who can handle multiple tasks simultaneously, meet tight deadlines, and be extremely detailed to work on contracts, itineraries, event communication, etc
• Needs to demonstrate effective presentation skills and an overall professional demeanor
• Proficient in computer programs including Google Office Suite, and Canva
• Excellent oral and written communication skills with proactive customer service experience
• Willing to be cross-trained to support corporate and community engagement team efforts which may also include volunteering, food and fund drives, and delivery of community education and outreach programming
• This position is regularly required to stand, walk, reach with arms and hands, climb or balance, and to stoop, kneel, crouch or crawl
• Schedule must be flexible with the ability to work some nights, weekends & holidays
• At least 18 years old with a valid driver's license and able to meet company driving guidelines