City Hall Events Coordinator (LTE)

Come Join the City of Bellevue!

New hires typically receive between minimum and midpoint, however, we may go slightly higher based on experience, internal equity and market.

Do you have experience planning and coordinating medium to large scale community events? The City of Bellevue is looking for a limited term (up to three years employment) event coordinator to join our team, assisting in pre-event logistics and planning and acting as a problem solver for day of event activities. We are seeking a new team member with a proactive customer service disposition to assist our team in fostering a welcoming environment for community engagement.

Our event program coordinator works as part of a team, planning activities scheduled at City Hall; including providing on-site event coordination, pre-event planning with internal/external stakeholders, event calendar management, tracking usage patterns and trends, ensuring event resources are scheduled, determining and collecting appropriate fees, interfacing with stakeholders and vendors to identify requirements and resolve problems, manages building access, marketing and public relations and program education & training.

HOURS: Schedule will vary, but primarily Tuesday - Saturday (24-32 hours/week) including evenings.

• Coordinates activities in City Halls 11,000sf of indoor and outdoor meeting, event and exhibition space.
• Ability to quickly assess situations, prioritize and delegate assignments; Acts as a problem identification and resolution resource, answering questions, providing guidance, troubleshooting; may coordinate (or act as liaison) between functions/departments as required
• Respond to meeting and event requests from the public, other agencies and staff.
• Plan and coordinate medium to large community event and activities, press conferences, photo shoots.
• Coordinate competing meeting and event space activities to ensure compatibility of various uses.
• Ensure users comply with fire, occupancy, security and liquor control codes/requirements and event guidelines.
• Act as a day of coordinator for all planned activities in meeting and event spaces, carrying out event plans with little supervision.
• Coordinate meeting attendee access to building and parking. Unlock building at scheduled time.
• Meet and escort with caterers, delivery personnel, and clients to work through logistics.
• Conduct visible inspection with users and note any unusual conditions.
• Be present during set up, take down and during activations to answer questions and coordinate activities.
• Work closely with customers to solve problems, meets needs and clarify expectations.
• Advise the public of the City Hall code of conduct and or call appropriate security when necessary. Complete incident documentation forms.
• Monitor janitorial (restrooms/trash/compost/recycle) needs related to facility use.
• Assist with documentation and amendment of program procedures and resources; adapt guidelines to varied situations while maintaining consistency when interpreting unclear guidelines.
• Direct the work of other support staff, temporary staff, vendors, or contractors when deemed appropriate.
• Performs other duties as assigned that relate to essential job functions.

• Ability to balance operational guidelines and user experience to achieve event outcomes
• Knowledge of event planning and coordination practices and principles
• Adept at using various conference room technologies
• Ability to anticipate Customer needs based on experience and planning.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIREMENTS

• Exceptional written and verbal communication skills to effectively communicate and convey information in a clear, concise, and comprehensive manner; business English and grammar sufficient to communicate easily with customers and write, and edit business materials.
• Considerable knowledge of customer service principles and techniques using a variety of methods (face-to-face, telephone, and online experience required).
• Flexibility in performing tasks in an ever-changing environment and in varied locations within the building.
• Ability to apply critical thinking to evaluate tasks in support of process improvements and innovation
• Ability to provide exceptional service using sound analytical and decision-making skills and to creatively problem-solve more complex issues.

EDUCATION, EXPERIENCE, OR OTHER REQUIREMENTS:

• Prior work experience in customer services, hospitality and/or working with the public is preferred.
• Two or more years of progressively responsible related experience planning, organizing and supporting medium to large-scale event activities.
• Experience creating event plans is preferred.
• Experience in a service delivery environment where it is necessary to display a positive attitude, friendly demeanor, and follow through on commitments to customers.
• Proficient aptitude with general office software applications (Microsoft Outlook, Word, Excel, PowerPoint, Teams, Sharepoint, PowerApps).
• First Aid, CPR, or other specialized training or experience may be required.
• Must pass Criminal Background check

PHYSICAL DEMANDS:

• The physical demands and work environment 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.
• Work is performed at Bellevue City Hall in an open, shared workspace environment.
• Vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, ability to see color, and the ability to adjust focus.
• Must be able to hear, speak, and understand verbal communications and other outside sound sources.
• Work involves walking, talking, hearing, using hands to handle, feel or operate objects, tools, or controls and reach with hands and arms. Vision abilities required by this job include close vision and the ability to adjust focus.
• The employee may be required to push, pull, lift, and/or carry up to 30 pounds.
• The noise level in the work environment is varied from moderate to noisy.

HIRING PROCESS The City evaluates candidates based on the information provided in the online application only. Do not submit resumes and cover letters. To evaluate all candidates fairly and equitably, the City will make all applicants anonymous when we are screening the applications. We will redact information from our application such as your name, address, and other demographics. To help us, please complete the online application form as fully as possible.

• Answer the Supplemental Questions when requested which can be found on the Questions tab of the Job posting.
• We do not accept resumes and cover letters during the anonymous application screening stage, unless otherwise stated in the job description.
• Applicants advancing to the next stage may be required to provide a cover letter, resume, writing sample, and references.

CONDITIONS OF EMPLOYMENT

• All candidates will be required to establish employment authorization and identity at the time of hire. The City is not able to sponsor work visas.
• All positions require the completion of references checks, including at least one prior supervisor.
• Some positions may require completion of a criminal background check prior to start employment
• Some positions may require obtaining a commercial drivers license (CDL), licensures, or additional certifications.

At the City of Bellevue, youll be part of a team committed to providing exceptional customer service, upholding the public interest and advancing the community vision. The six essential and enduring principles that guide our individual actions, our interactions, and our decision making in the City of Bellevue organization is: Exceptional Public Service, Stewardship, Commitment to Employees, Integrity, Innovation, and Diversity, Equity & Inclusion. Youll work in an environment that is innovative, collaborative, future focused, and committed to excellence. Bellevue welcomes the world. Our diversity is our strength. We embrace the future while respecting our past. Its what makes the City of Bellevue an exciting place to work, live, and explore. Have we piqued your interest yet? Come join our team! The City of Bellevue supports workplace diversity. All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, marital status, national origin, genetic information, disability, age, veteran status, or any other protected status. Persons needing assistance with the application process may call the Human Resources Office, at 425-452-6838 or recruiting@bellevuewa.gov. If you are invited to participate in the selection process and need ADA accommodations, please notify HR before you are scheduled for an interview or testing.

The City of Bellevue participates in the E-Verify program. Learn more about the E-Verify program.

For any technical difficulties with your application, please contact the NEOGOV support line at 855-524-5627.

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