Program Coordinator - Facilities Events Coordinator

CAS uses intuitive technology, unparalleled scientific content and unmatched human expertise to help companies create groundbreaking innovations that benefit the world. As the scientific information solutions division of the American Chemical Society, CAS manages the largest curated reservoir of scientific knowledge, and for 115 years, has helped innovators mine, assess and apply that information to keep businesses thriving. The CAS team is global, diverse, endlessly curious and strives to make scientific insights accessible to innovators worldwide.

CAS is currently seeking a Facilities Event Coordinator. This position will be located in our headquarters in Columbus, Ohio.

Division

CAS uses intuitive technology, unparalleled scientific content and unmatched human expertise to help companies create groundbreaking innovations that benefit the world. As the scientific information solutions division of the American Chemical Society, CAS manages the largest curated reservoir of scientific knowledge, and for over 110 years, has helped innovators mine, assess and apply that information to keep businesses thriving. The CAS team is global, diverse, endlessly curious and strives to make scientific insights accessible to innovators worldwide.

Division and Department Overview

Facilities Operations supports multiple initiatives at CAS. The staff in this division contributes to the success of the CAS organization by providing and maintaining a safe, functional, environmentally conscious workplace, which includes three buildings, a state-of-the-art 24/7 data center, and 55 acres of campus. The team executes capital improvement, cost reduction and operating efficiency projects. The division also supports the management of internal office services inclusive of printing, mail and distribution services for the various divisional products and services.

Position Summary & Accountabilities

This position is responsible for overall coordination of CAS sponsored events from a Facilities standpoint for both internal and external meetings and functions held on the campus and inside the buildings. This role will work closely with the functional teams within the Facilities Operations division and other CAS Divisions to successfully execute:

• Responsible for leading, directing, developing, planning, implementing and executing various on-site and off-site business meetings and/or events.
• Manages on-site event operation; recommends staffing, responsible for inventory and setups.
• Responsible for maintaining a current Facilities Operations portfolio of available options for stakeholders to review and request.
• Directs Facilities Operations team members and contractors by providing detailed meeting/event needs and overall event plans. Submits work orders for the team, as needed.
• Researches, develops and implements process improvements and work efficiencies to ensure the best possible services are provided.
• Reviews vendors for relevancy, level of service and costs. Prepares evaluation and summary for Sr. Manager, Facilities Ops & Vendor Management approval.
• Designs and executes pre- and post-event plans, including the development of messages and emails.
• Provides post-event analysis with reporting and metrics to help determine future event activities and areas of overall improvement.
• Represents the CAS Facilities Operations division at planning meetings by providing information to current and prospective stakeholders.
• Directs all pre-event planning, including engagement with various CAS departments and vendors, internal staff preparation and communications with external event participants.
• Oversees pre-event activities, including but not limited to: contract negotiation, audio-visual needs, food and beverage ordering, onsite branding, creative components, equipment/electrical needs, event staffing, rental needs, etc.
• Identify the client’s requirements and expectations for each event.
• Liaise with vendors, exhibitors, and stakeholders during the event planning process to ensure all aspects are in order and proper permits with the City of Columbus are in place, if needed.
• Manage all event set-up, tear down, and follow-up processes.
• Conduct final inspections on the day of the event to ensure everything adheres to the standards.
• Assess an event’s overall success and submit findings.

Education/Experience/Technological Knowledge

• 1-2 years or more of experience coordinating meetings and special events in an institutional or business setting
• Degree in hospitality management, public relations or relevant field is preferred
• Highly Motivated, Task Driven, Organized and Excellent at Execution
• Ability to multi-task at a highly functioning level
• Demonstrated ability to build a rapport with customers internally and externally
• Capable of positively and proactively handling customer concerns
• Clear interpersonal communications skills and a professional demeanor are required
• Customer focused with a team player mentality
• Excellent at easily and effectively communicating with multiple stakeholders daily
• Customer focused with a team player mentality
• Must possess a degree of skill in logistics to properly plan the details and anticipate potential problems that may arise with solutions in advance
• Sound knowledge of vendor management
• Able to interact with all levels of the organization and outside contractors, architects, and engineers.
• General knowledge and experience in planning, prioritizing, and organizing a complex workload
• Basic computer knowledge of MS Office, (Word, Excel, PowerPoint), willingness to learn Work Order System

Physical Demands and Work Environment

While performing the responsibilities of the position, the worker may exert up to 10 pounds of force frequently or 20 pounds occasionally to lift, carry, push, pull or otherwise move objects, including the human body. The worker is frequently required to stand, walk, and reach with arms and hands. The worker is required to talk and hear. The worker is often required to use their wrists, hands and/or fingers, to handle, grasp or feel; making substantial movements. The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; and/or extensive reading. The noise level in the work environment is usually quiet to moderate.

Reasonable accommodation can be made to enable people with disabilities to perform the described essential functions.

CAS offers a competitive salary and comprehensive benefits package, including a generous vacation plan, medical, dental, vision insurance plans, and employee savings and retirement plans. Candidates for this position must be authorized to work in the United States and not require work authorization sponsorship by our company for this position now or in the future. EEO/Minority/Female/Disabled/Veteran.