Nature and Retreat Center Booking Coordinator

Nature and Retreat Center Booking Coordinator Location Plano, TX :

At the City of Plano, our values make us who we are and guide us as we SERVE our city. As members of Team Plano , our organizational Values (what is most important to us) make up the acronym, SERVE (S tewardship E ngaged R espectful V isionary E xcellence ).

Job Details

We are seeking a dynamic Booking Coordinator to play a pivotal role in our team. In this position, you will engage directly with both new and established clients, meticulously planning upcoming events, ensuring the acquisition of necessary resources, and spearheading the seamless execution of each distinctive occasion. While primarily based in our office, flexibility is key as the role may necessitate on-site presence during scheduled events. The ideal candidate should be prepared for occasional physical demands associated with event coordination, including lifting, arranging meeting spaces, and undertaking light cleaning duties.

Ready to embark on an exciting journey with the City of Plano? Submit your application today to apply for this exceptional opportunity.

As a valued Team Plano member, you will receive numerous benefits:

• Comprehensive medical, dental, and vision plans
• Membership in the Texas Municipal Retirement System (TMRS), in which the City matches contributions 2:1 upon retirement
• Up to three weeks each of paid vacation
• Up to three weeks sick leave per year
• Nine paid holidays
• Tuition Assistance
• Free recreation center membership
• And so much more! Learn about our benefits here.

The target rate for this position is $40,581 - $46,669, depending on qualifications.

Summary of Duties: Under general supervision, the Nature and Retreat Center Booking Coordinator is responsible for scheduling tours for existing and potential customers, preparing contracts, detailing events, coordinating event resources and driving the overall event success at The Nature and Retreat Center.

EXAMPLES OF ESSENTIAL JOB FUNCTIONS

Management reserves the rights to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

• Assists with planning and coordinating public and private events hosted at The Nature & Retreat Center.
• Works closely with event planners and/or clients to coordinate event resources for each event.
• Coordinates facility resources including lifting and setting up tables and chairs for meeting rooms.
• Responds to new client inquiries in a timely manner via phone, email and other sales platforms.
• May be required to be on-site for scheduled events that occur during nights and weekends.
• Clearly communicates and coordinates event needs with the entire event team on a consistent basis
• Execute all event details from the pre-planning stages to the end of the event.
• May be required to be on-site for scheduled events that occur during nights and weekends.
• Maintains all client files for the Nature & Retreat Center as they relate to servicing each event.
• Create and revise room layouts for each event.
• Attend and engage in weekly sales and event meetings.
• Build and leverage strong, lasting relationships with internal and external customers.
• Schedules and conducts tours of the Nature & Retreat Center for new and existing clients or vendors
• Process cash, check, and credit card deposits for events through the point of sale system
• Represents The Nature & Retreat Center at some Industry Networking, and City functions.
• Responsible for post meeting follow-up to include surveys and thank you letters.

• Regular and consistent attendance for the assigned work schedule is essential.

Marginal Duties:

• Performs other duties as assigned.

Typical Decisions :

Explains options to customers, allowing them to make choices that will result in the most enjoyable event possible. Determines how best to meet client's needs following policies, procedures and set pricing; adjusts options to address customer needs. Balances customer needs with lead times required to ensure optimal operation efficiency.

Minimum Qualifications:

Knowledge of : Event and hospitality industry including understanding of room setups, catering, audio visual, legal contract requirement, sales techniques and procedures, database management, and booking software.

Skill in: Communicating effectively both verbally and in writing; organizing and maintaining records, providing effective customer service and managing conflict; working without direct supervision and adapting to changing priorities.

Education : Bachelor's degree in business management, event management, hospitality or a related field.

Experience: Two (2) years of experience in customer service, event coordination or related field.

Experience: Any work-related experience resulting in acceptable proficiency levels in the above Minimum Qualifications is an acceptable substitute for the above specified education and experience requirements

Licenses and Certifications: Texas Class C driver's license (must obtain within 30 days of hire per state law).

Conditions of Employment: Must pass a drug test, driver license check, criminal history background check, periodic CJIS background check (for positions requiring access into Police buildings) and social security number verification check.

Physical Demands and Working Conditions : This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment; vision to read printed materials and a computer screen; hearing and speech to communicate in person and over the telephone. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects weighing up to 25 pounds.

Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

The above statements are intended to describe the general nature and level of work being performed and are not intended to be an exhaustive list of all responsibilities, duties and skills which may be required. The position also requires meeting the essential requirements of the Physical Demands and Working Conditions, with or without reasonable accommodation.

Equal Employment Opportunity

Equal Opportunity Employer - EOE/M/F/V/D

Open positions are subject to close without notice.