Title:  Scheduling & Client Relations Specialist

GENERAL DESCRIPTION OF JOB:

This position is responsible for scheduling and administering rentals and events associated with the Arapahoe County Fairgrounds Event Center. The primary responsibilities include scheduling the Event Center calendar, client relations for a diverse client base, event contract coordination, event administration and operations, updating customer relations database and associated software programs, invoicing, financial coordination, and file management. This position acts as a liaison to the Event Coordinator, Event and Business Development Supervisor, and Fairgrounds Site Manager.

DUTIES:

• Serve as the first point of contact for clients, guests, and the public; greet visitors and provide excellent front-of-house customer service.
• Manage incoming calls, emails, and in-person inquiries related to facility rentals, events, and general information.
• Coordinate and maintain professional communication with clients throughout the booking and event process, ensuring a positive client experience.
• Maintain and oversee the facility waiting list for the current and next two years; communicate directly with clients to schedule, rebook, or find alternate dates as needed.
• Work closely with internal departments to coordinate facility usage, distribute monthly calendars, and facilitate onsite needs, reschedules, and cancellations.
• Collaborate with the financial team to complete daily and monthly reconciliations through event management software; process client payments, refunds, and related documentation.
• Assist Event Coordinators with processing contracts in Contract Insight and managing in-kind tickets through the ticketing software, Saffire.
• Manage the facility booking calendar within the event management software (Momentus), including creating bookings, updating inventory and pricing lists, scheduling venue tours, and initiating contract processes.
• Support Event Coordinators with preparation and operations for County signature events, including ordering supplies or lunches, setting up signage, oversee front-of-house operations including ticket booth and front office operations during the Fair.
• Maintain general office operations, including ordering supplies, managing mail and deliveries, updating door signage, and overseeing the phone system.
• Assist Event Coordinators with processing contracts in Contract Insight and managing in-kind tickets through the ticketing software, Saffire.
• Attends and provides administrative support for various citizen committee meetings and cross-functional teams. Responsible for documenting meeting agendas, correspondence, and outcomes.

REQUIREMENTS:

Skills, Abilities and Competencies:

• Excellent organizational, administrative and communication skills that support facility rentals, contract administration, client relations, event coordination/logistics and business administration.
• Excellent customer service skills with an emphasis in effective written and verbal communication. Strong focus on determining and meeting the client’s needs.
• Ability to exercise tact and courtesy in frequent contact with diverse clients, County staff, contractors, the general public and citizen committees.
• Ability to prioritize multiple projects, duties, daily tasks and exercise exceptional attention to detail.
• Ability to perform excellent customer service, follow up and attention to detail with an emphasis in effective written and verbal communication. Strong focus on identifying and meeting the client’s needs.
• High capacity for problem solving and critical thinking skills. Ability to find solutions for conflicts independently and effectively.
• Knowledge of Microsoft Office Suite, facility booking software, customer relations management software and financial management programs. Ability to understand and implement new software systems quickly. Knowledge and experience in scheduling software and processes. Ability to assist and work closely with clients and knowledge of special events and their operations.
• Ability to marshal resources (people, funding, material, and support) to get things done; ability to orchestrate multiple activities at once to accomplish a goal; uses resources effectively and efficiently; arranges information and files in a useful manner.
• Demonstrates a clear understanding of policies and procedures of operation; and is able to assertively, tactfully and successfully communicate the importance of the policies to vendors and customers while protecting the organization through appropriate application of such policies, procedures and guidelines.

Behavioral Competencies (these are required for all positions at ACG):

• Accountability
• Accessibility
• Inclusivity
• Integrity

Education and Experience:

• High School Diploma or equivalent
• 4+ years of relevant experience in client relations and event management.
• Bilingual in Spanish: ability to read, write and verbally communicate effectively in Spanish.
• Any equivalent combination of education and work experience that satisfy the requirements of the job will be considered.

 Preferred Education and Experience:

• Bachelor’s Degree in event/hospitality management, recreation, communications/marketing, public relations, or similar field.

Pre-Employment Additional Requirements:

• Must successfully pass pre-employment testing which includes an acceptable motor vehicle record (MVR) and background check.

Post-Employment Requirements:

• Possession of a valid Class “R” Colorado Driver’s License or the ability to obtain one within two weeks of appointment.
• This position will require evening/weekend assignments and may require a flexible schedule with rotating on call weekends.
• Work locations and facilities are subject to change based on business need.

WORK ENVIRONMENT:

• Work is generally within a standard office environment but will also include work in various facilities, around equipment, out of doors in various weather conditions and around livestock / animals.

PHYSICAL DEMANDS:

The following are some of the physical demands commonly associated with this position.

• Spends 60% of the time sitting and 40% of the time either standing or walking.
• Occasionally lifts, carries, pulls or pushes up to 25 lbs.
• Occasionally uses cart, dolly, or other equipment to carry in excess of 25 lbs.
• Occasionally climbs, stoops, kneels, balances, reaches, crawls and crouches while performing office or work duties.
• Verbal and auditory capacity enabling constant interpersonal communication through automated devices, such as telephones, radios, and similar; and in public meetings and personal interactions.
• Constant use of eye, hand and finger coordination enabling the use of automated office machinery or equipment.
• Visual capacity enabling constant use of computer or other work-related equipment.
• This position works on the Fairgrounds campus and during special events which may result in exposure to extreme heat/cold, dust, loud noise, crowds, outdoor allergens and livestock, poultry, rabbits, and other animals.

Definitions:

• Occasionally: Activity exists less than 1/3 of the time.
• Frequently: Activity exists between 1/3 and 2/3 of the time.
• Constantly: Activity exists more than 2/3 of the time.