PURPOSE OF THIS ROLE:  This position is responsible for the management and coordination of services pertaining to any and all SPJA events. This includes overseeing processes and procedures, development and training on policies, customer service, and fulfillment/coordination with clients and vendors.

EXPERIENCE:  Bachelor's degree or event planning experience. 

ESSENTIAL FUNCTIONS: The major areas of responsibility include: 

• Coordination: Assist managers in day-to-day coordination and management.
• Volunteer Management: Manage volunteers, including supervision of work, disciplinary actions, and motivation of volunteers. Departments include, but not limited to: Security, Quality control, Event operations, Bag check, Access control, Shuttles and EMT services.
• Planning: Draft event and room layouts in accordance with all venue guidelines and regulations.
• Customer Service: Respond and assist with operational customer inquiries.
• Scheduling: Must review and approve all scheduling during event for all overseen departments ensuring staff working hours and conditions are in compliance with current labor laws.
• Training: Provide training to appointed volunteers on Standard Operating Procedures as outlined in SPJA's policies.
• Development: Providing operational input to assist in the development of internal policies & procedures for SPJA related topics and needs.
• Collaboration: Collaborate with all internal and external groups to achieve operational goals.
• Research: Research, organize, compose, and present budgets, project proposals and reports as necessary. Assist in the implementation of cost-effective strategies.

Fulfillment:

• Working directly with the sales team to ensure overall satisfaction and fulfillment of contracted items.
• Negotiating with production and fulfillment vendors to minimize fulfillment-related costs.
• Provide pre-event, onsite, and post-event support for all aspects of fulfillment.
• Create and update fulfillment reports and provide reports to sponsors as needed.
• Liaise between clients and vendors to ensure services and service levels comply with SPJA operational needs.
• Other duties as assigned from time to time by management.

KNOWLEDGE, SKILLS AND ABILITIES DESIRED:

• Experience in office management or administrative role.
• Strong knowledge and proficiency in Microsoft Office and Google Suite applications.
• Familiarity with SketchUp and/or CAD.
• Excellent communication (verbal and written) and people management skills.
• Excellent organizational and time management skills.
• Demonstrated critical thinking and analytical skills and very high attention to detail.
• Must possess strong problem-solving skills and judgment.
• Ability to meet deadlines in a fast-moving environment.

PHYSICAL DEMANDS & WORK ENVIRONMENT:

• For now, we require all employees to work remotely due to public health advisory and company policy. We plan to reopen the office this fall.
• The duties of this position are normally performed indoors in a business/office setting. The noise level in the work environment is usually moderate to loud during events and minimal during non-event times.
• The person in this position needs to occasionally move about inside the office to access file cabinets, office machinery, etc.
• Ability to lift and handle packages up to 30 lbs. in weight. 
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions and requirements of this position.

COMPENSATION:

• Pay is based on qualifications and experience. SPJA offers a competitive benefits package that includes medical, dental, vision and life insurance; FSA and HSA accounts; 401(k) plan with employer matching; flexible work schedule with 12 paid holidays; Sick time off and Paid time off.