Crystal Bridges - Bentonville, AR
The Event & Billing Coordinator is responsible for coordinating all internal museum events as assigned. This position will work closely within and between all departments to promote synchronization and communication, the execution and invoicing of scheduled events, and general administrative support, while adhering to priorities set by the organization’s mission.
Secondary roles include supporting the Special Events team. This position oversees user processes and promotes and administers accurate and consistent data entry procedures. This individual will have proven and exemplary high-level customer service, excellent follow-up and organizational skills.
Core strengths include the ability to multi-task in a fast paced environment while projecting a positive professional attitude. This position will build productive and successful relationships with other departments. Execution of museum events after-hours and on weekends will be necessary during peak seasons. The Event & Billing Coordinator will report to the Special Events Manager and works in collaboration with staff, and volunteers.
Principal Responsibilities (Essential Functions):
Serve as Event Coordinator for inter-departmental museum events
Support Event Coordinators with group related functions and 'day of' coordination.
Maintain internal events in Event Management System database and ensure information is accurate and complete
Database management including preparation of weekly, monthly and annual sales reports.
Compile and distribute 2 Week BEO packet, calendar and service orders to be distributed each Wednesday,
Compile daily BEO Change Log for daily distribution
Request Group signage as needed.
Create and finalize all EMS invoices and complete billing each month
Serve as Group Billing Coordinator for all events in Event Management System
Provide EMS support and training to staff and create/update EMS training manuals as needed
Assist in the advancement of event policies, procedures and guidelines to facilitate the effective and efficient assignment of spaces
Provide administrative assistance as needed to Director of Culinary Operations
Draft correspondence as requested
Run office errands as necessary
Develop and maintain a professional relationship with vendors, customers, patrons, and all stakeholders of the museum
Perform other related duties as required and assigned
Education, Training, Traits:
Minimum one year event planning experience.
Proficient in Microsoft Word, Excel, Outlook and PowerPoint
Knowledge of database functionality and data entry processes a plus
Hotel or Hospitality experience is desirable
Highly organized with great attention to detail
Confidence in basic math skills to include ability to add, subtract, multiply, divide as well as use decimals, fractions and percentages
Outstanding customer service skills
Excellent interpersonal communication and problem solving skills
Ability to multitask and prioritize responsibilities
Working knowledge of food and beverage services a plus
Works well under pressure in a fast paced environment.
Committed to being a team player
Highest ethics as they relate to all aspects of museum practices and confidentiality
Very flexible and helpful; some evening and weekend hours may be required
Superior follow-up skills.
Database Management System experience preferred.
Licenses and Certifications:
Valid Driver’s License
Physical Demands and Work Environment:
The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.
Physical demands: In the work environments described below, Position requires working at desk/workstation and utilizing a computer and telephone for prolonged periods of time, good eye/hand coordination, verbal and written conversation with others, walking, standing, lifting/carrying (up to 20 lbs). Vision abilities required by the job include close vision.
Work Environment: Work will be performed in an office environment and in museum spaces as necessary. The noise level in the work environment is usually low to moderate.
Application and Additional Information
To be considered for this position, please apply through this posting. Applications must be complete and include a resume and cover letter.
No phone calls please.
The successful candidate will be required to pass a routine background and consumer credit check and drug screen.
EQUAL OPPORTUNITY STATEMENT
Crystal Bridges is committed to creating an institution that reflects the diversity of our region and nation. We are especially mindful of those in our community impacted by inequity due to ability, language, class, age, gender, religion, sexuality, race and ethnicity, and are working diligently to address perceived and real barriers that keep anyone from fully experiencing the museum as a guest, volunteer, or employee. To achieve true reform, we must have a diverse, highly qualified team. Crystal Bridges is proud to be an equal opportunity employer, and is committed to creating a diverse environment. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.
We actively encourage minority candidates to apply for this position.
Crystal Bridges is a museum of American Art located in Bentonville, Arkansas. We explore the unfolding story of America by actively collecting, exhibiting, interpreting and preserving outstanding works that illuminate the American heritage and artistic possibilities.
We are passionate about transforming lives through experiences that encourage the discovery of new ideas, expanded dreams and inspired actions.
As an employee at Crystal Bridges Museum of American Art, you will be empowered to think creatively, ask questions, and make suggestions to help move the institution forward.