FLSA Status: Exempt
                        Full-Time Position
Department: Office
Reports Directly To: Operations Committee / Executive Director

 
Function: Responsible for scheduling and coordinating events at the Fairgrounds during non-Fair, including 4-H, Extension, community partnerships and paid rentals. Responsible for gathering all the details of events at the facility and entering rental information into scheduling software and generating reports for staff. 

Responsibilities:

Rental of Facility:
a. Responsible for the rental process including discussing the details of events, booking and coordinating activities of various groups which include 4-H, Extension, community partnerships and paid rentals being mindful about equipment needs and event schedules to prevent and/or minimize scheduling conflicts. 

b. Oversee the rental entries and reports in Event Pro scheduling software to ensure that all pertinent information is accurate and complete to meet customer expectations. Attention to detail is required to thoroughly update all the event specifics in a timely manner. 

c. Communication regarding rental process with customers and staff. Ensure customers understand facility policies. Inform staff of any rental updates to ensure customers’ expectations are met. This requires multiple contact with customers and asking about the logistics of events. 

d. Adhere to the pricing and collection procedures for rental activities for accounting purposes that reflect the financial stability of the rental business. Review and maintain a customer service/emergency procedure for clientele using the facility. 

e. Maintain timely follow ups with customers regarding pre and post event details. 

f. Ensure signage is accurate and posted daily. If events are updated, make sure signage is updated. 

g. Serve as a host or see that a designated person is available to serve as host for events that require such. Some evenings and/or weekend work will be required. 

h. Constantly communicate with event contacts and update the Fairgrounds staff by communicating any changes to the events scheduled at the facility. Provide timely reports to the Executive Director / Facility Staff regarding facility usage. 

i. Seek necessary approvals before permitting any function that may violate the Hendricks County 4-H & Ag Fair Association, Inc. policies. 

j. Administer and maintain formal contractual procedures and contract updates for all rentals, including winter storage. 

k. Responsible for confirming the appropriate security for events scheduled at the facility and communicating this with the Fairgrounds staff. 

l. File rental contracts appropriately. 

m. Ensure all rentals have been paid for and financial information is recorded in Event Pro scheduling software. 

n. Participate in the budgeting process as requested. 

o. Document emails, site visits, phone calls, etc. to ensure there is documented material in the event of miscommunication or misunderstanding. 

p. Have a political and community awareness of events that may impact activities on the grounds and communicate such to the Executive Director and Operations Committee. 

Marketing/Website Management/Social-Media:

a. Assist with updates to the Fairgrounds Website and Social-Media on a routine basis.

1. Ensure that current buildings and grounds rental information and winter storage information is accurate and updated in a timely manner.

2. Communicate with Marketing Committee on Marketing plans for the facility and 4-H Fair.

3. Assist with 4-H Fair information updates upon request.

b. Provide Website stat reports to the Executive Director and Fair Board.

Additional Responsibilities:

a. Make contacts in person, through correspondence, telephone, and through our Website and Social-Media to attract customers and marketing opportunities.

b. Create materials and presentations to promote the Fairgrounds facility and the Fair as directed.

c. Assist in set-up of events.

d. Manage Vendors, Sponsorship, and Volunteers during the 4-H Fair.

General:

a. Handle telephone inquiries and customers inquiring about facility rentals.

b. Communicate any information to other employees and Fair Board Members that may impact their area of responsibility.

c. Utilizes knowledge and skill with computer technology in performing required tasks, reports, word processing, email, Internet applications, Website management and Social-Media.

d. Use interpersonal skills to develop a team spirit environment with all Fairgrounds/Fair personnel.

e. Perform other duties as assigned.

Physical Demands:

1. This position requires the employee regularly to sit, use hands and fingers, walk, and stand move about indoors and outdoors, reach at shoulder height and above and below, lift and carry over 50 pounds, bend, twist, turn climb and kneel.

2. The employee must have good vision and be able to hear.

3. Work environment is typical for office, no exposure to difficult or hazardous conditions. It requires attending meetings and interacting socially. There will be some required outdoor work during the preparation and duration of the Fair.

4. This position requires extended and/or evening hours and working some weekend hours, when necessary. The employee must be willing to serve on 24-hour call for emergencies.

Prerequisites:

1. Education and experience: Two-year college degree in business or marketing preferred; or four years’ experience in customer service or hospitality-related industry; or equivalent combination of education and experience.

2. Skills: Ability to read, write and speak the English language fluently; ability to present verbal and written material to the public; good strong writing and speaking skills; good organizational and interpersonal skills.

3. Excellent knowledge of Microsoft Office Suite, Website management, Social Media channels and willingness to participate in ongoing training opportunities.

Interested persons should email their resume to employment@4hcomplex.org.

The above is intended to generally describe this position, its functions, and requirements; it is not to be construed as an exhaustive statement of duties, responsibilities or requirements.