Quinta Mazatlan-Operations & Events Coordinator

Job Description

Under general supervision, the Operations and Events Coordinator provides specialized functions and coordinating support for the daily operations of the Quinta Mazatlán department. Employee assists the Quinta Mazatlán Manager with daily office activities and oversees the rentals/special events for the facility, overseeing the reservation, event staff/security and other related operating procedures. Employee coordinates event logistics, handles confidential information and maintains contact with all levels of City employees and departments. This is a supervisory position overseeing all the Accounts Payable and Accounts Receivable work for Quinta Mazatlán. This position requires good organizational skills, multi-tasking, knowledge of computers, accounting for money and general office equipment and the ability to learn accounting related software and procedures. Job requires professional conduct, mature judgment and proven ability to handle confidential sensitive information.

Job Responsibilities

1.Oversees the daily office work activities of the Quinta Mazatlán office support staff.

2.Prepares departmental time-keeping and attendance records for submittal to payroll department.

3.Maintains organized recordkeeping of departmental employee absences and vacation.

4.Maintains department's retention of records in accordance to City procedures.

5.Originates and prepares forms, memorandums, correspondence.

6.Serves as procurement card holder responsible for purchasing supplies and processing capital funding, liability funds and expense funds using Paramount Software.

7.Responsible for using RecTrac software to track and reconcile all revenue generation including admissions, donations, gifts, sponsorships, rental fees and other sources of revenue.

8.Responsible for accounting of daily revenue reports from each cashier and daily deposits including from admission and gift sales.

9.Oversees gift store ordering, account set up for consignment vendors and prepares sales reports.

10. Assists with training of the new staff in keeping a professional and positive environment.

11. Provide administrative support to the Quinta Mazatlán Manager.

12. Ascertains rental customer client's requirements for physical set up, security, etc. and ensures compliance by coordinating event requirements and monitoring the work of others.

13. Coordinates event logistics including but not limited to: facility maintenance, reservations, events staffing, setup and break down of events.

14. Serves as liaison between rental client and the vendors obtained for the special event.

15. Initiates and maintains regular communications with customer via e-mail, telecommunication, and/or other means requested by the customer.

16. Assists staff with cost estimates and monitors final billings as assigned.

17. Holds pre and post meetings with staff for all rental events.

18. Creates and maintains organized files and records for each event.

19. Promotes rentals of Quinta Mazatlán through various fairs, wedding shows and other events.

20. Performs other job-related work activities and projects as assigned.

Knowledge, Skills and Abilities

Minimum Requirements - 1. Job requires a high school diploma or GED equivalent and two (2) years (24 earned credit hours) of post-high school education from an accredited college or technical training institution. Bachelor's degree preferred.

2.Job requires a minimum of three (3) years of work experience in accounting, data entry, reports, money handling and special events management or related work experience.

3.Job requires a valid Texas Class "C" driver's license.

4.Must demonstrate good public relations skills and be knowledgeable of the practices and principle of accounting management and cash handling.

5.Must be able to use a computer proficiently, word processor, copy machine and ability to use numerous specialized accounting software.

6.Must be able to meet and greet the public in a friendly courteous manner, using tact and diplomacy.

7.Must be able to manage time efficiently with self-initiative and oversee assignments through completion using mature judgement.

8.Must be very customer-service oriented and have a customer friendly attitude.

9.Must be able to work effectively under pressure and produce accurate and satisfactory results.

10. Must be able to communicate effectively, at all levels, both orally and in writing.

11. Bilingual skill-set is highly recommended (English and Spanish) to be able to communicate effectively at all levels

Must be able to establish and obtain operating goals and objectives.

12. Due to level of management assistance which this position reports, professional office attire, professional conduct, responsible judgement and the proven ability to handle confidential, sensitive information is essential.

Physical Requirements

1.Employee works in an office environment with little to no hazards.

2.Employee carries and or lifts up to 30 lbs. on a regular basis and up to 50-60 lbs. on occasion to include working with file boxes and records.

Additional Information

1.This position has supervisory responsibilities over four staff members.

2.This is a safety sensitive position subject to random drug and alcohol testing.

3.Must be able to work unusual hours and weekends for special events, holiday events, etc.

Disclaimer

This job description summarizes essential job functions and minimum job requirements for entry level work and typical duties illustrative of the type of work customarily assigned and performed in this position. However, this job description does not represent every aspect of the job nor does it guarantee permanent employment, as all positions with the City of McAllen are employment at will positions. Job descriptions are subject to periodic updates and modifications. The City reserves the right to change work assignments and other aspects of a job. The City of McAllen is an Equal Employment Opportunity Employer, and does not tolerate unlawful discrimination or harassment based on race, color, sex, religion, national origin, age or any other protected status under applicable federal, state or local laws.