Private Events Coordinator
 JLL | |
 United States, Minnesota, St. Paul | |
 Jan 09, 2025 | |
|
Position Description
We are seeking an experienced and organized Private Events Coordinator to join our Retail Property Management team at Union Depot. This position reports to the Private Events Manager and assists in the coordination of private events at Union Depot, including weddings, galas, business meetings, festivals and conferences. The ideal candidate will be detail oriented and eager to learn the tools necessary to take on the responsibility of coordinating events independently. Key Responsibilities - Serve as the primary point of contact for assigned private event clients at Union Depot. - Oversee the entire event process from contract execution to post-event follow-up. This includes conducting client walk-throughs, creating event layouts, preparing comprehensive event memos, coordinating with vendors and ensuring client satisfaction through post-event follow up. - Manage day-of event venue operations including coordination of vendor load-in, ensuring compliance with venue policies, troubleshooting issues and client relations in areas of A/V, customer service and venue-related inquiries. - Collaborate with Union Depot division leads, building tenants, caterers and other event vendors to ensure each private event is a success. - Manage event administrative tasks including processing event agreements, invoices, payments and vendor commissions; record all event-related data in proper reports using systems such as Tripleseat, Active Campaign (CRM) and Square (POS); collect and verify vendor invoices. - Assist with planning and execution of annual open house. - Attend networking events to promote Union Depot as a premier event venue and build relationships with industry professionals. - Stay current with event industry trends and best practices to continually improve event offerings and client experiences. - Participate in regular team meetings and contribute ideas for venue improvements and event enhancements. - Support the marketing team on Union Depot public events as needed throughout the year. Qualifications - Bachelor's degree. - Minimum one year of experience in event planning/coordination preferred. - Proficiency in Microsoft Office Suite. - Experience with event management software and CRM systems. - Strong communication and customer service skills. - Organized and high degree of attention to detail. - On-the-spot problem solving abilities. - Ability to work independently and in a team atmosphere. - Ability to lift more than 25 pounds. - Ability to be on your feet for several hours. - Weekend and evening availability. | |