Facilities Coord/Event Planner

$47,819 - $59,769/Yr

Unclassified - Santa Fe, NM

Part-time

Santa Fe, NM

About the position

The Events and Facilities Coordinator oversees the Conference Services Office and manages all aspects of events at Santa Fe Community College (SFCC) and the Santa Fe Higher Education Center. This role is crucial in ensuring that all event logistics, such as scheduling, room arrangements, room and technology setup, and invoice processing, are coordinated and accomplished efficiently and on time. The coordinator works closely with internal and external customers, clients, and colleagues at various college departments to provide excellent customer service and ensure the seamless execution of events. This position is responsible for supervising event-related personnel, maintaining high standards, and delivering smooth operations throughout all events, while ensuring that the work aligns with SFCC's mission, vision, and values. In terms of event coordination, the coordinator will direct and manage event logistics, collaborating with customers, clients, and colleagues across different college departments. They will oversee event schedules and ensure that all necessary arrangements are executed efficiently. The role also involves supervising room setups, technology arrangements, and catering services, while maintaining clear and effective communication with all event participants and marketing SFCC facilities to potential clients. Additionally, the coordinator will lead large-scale event projects, ensuring that all timelines and objectives are met, and will develop, manage, and adjust contracts for external customers and tenants. They will oversee department revenues and invoices, contributing to budgetary goals, and implement and uphold department policies and procedures. Furthermore, the coordinator will coordinate with IT, security, custodial, facilities, and other departments to ensure smooth operations for events, while training, directing, supervising, and evaluating event-related personnel to maintain high operational standards and ensure event coverage.

Responsibilities

• Direct and manage event logistics, including collaboration with customers, clients, and colleagues in various college departments.
• Oversee event schedules and ensure all necessary arrangements are executed efficiently.
• Supervise room setups, technology arrangements, and catering services.
• Maintain clear and effective communication with all event participants, and market SFCC facilities to potential clients.
• Lead large-scale event projects, ensuring that all timelines and objectives are met.
• Develop, manage, and adjust contracts for external customers and tenants.
• Oversee department revenues and invoices, contributing to budgetary goals.
• Implement and uphold department policies and procedures.
• Coordinate and collaborate with IT, security, custodial, facilities, and other departments to ensure smooth operations for events.
• Train, direct, supervise, and evaluate event-related personnel to maintain high operational standards, and ensure event coverage.

Requirements

• Bachelor's degree in a related field.
• Three (3) years of experience in facility coordination, event planning, or a related field. Education may be substituted for relevant experience on a year-for-year basis.
• Knowledge of facilities coordination, event planning principles, audio-visual systems, computers, wireless connectivity, and college policies.
• Knowledge of budgeting including revenues and expenses.
• Skill in interpersonal relations, independent decision-making, problem-solving, and both oral and written communication.
• Ability to provide excellent customer service, coordinate multiple stakeholders, supervise personnel, manage projects under strict deadlines, and work with computer software for scheduling, booking, task management, and workflow systems, including the Microsoft Office Suite and Ad Astra.

Nice-to-haves

• Spanish language skills