Summary
Description
Purpose: Reporting to the Events & Hospitality Supervisor, the Events & Hospitality Coordinator supports externally-booked room reservations at Douglas County Libraries (DCL). This role delivers high-quality customer experiences by coordinating logistics, facilitating technology and A/V services, and providing on-site event support. The coordinator works directly with community customers and cross-functional teams to ensure seamless planning and execution of events aligned with DCL’s service standards.
Essential Duties and Responsibilities:
Event Management (60%)
- Coordinates logistics for external customer events, including planning, setup, technology, on-site hosting, and post-event follow-up to ensure seamless execution and high customer satisfaction.
- Serves as an on-site liaison, providing responsive support during and after business hours, anticipating client needs, and resolving issues in real-time.
- Maintains deep knowledge of all DCL branch facilities and ensures safety, security, and building readiness during events, particularly outside of standard operating hours.
- Collaborates effectively with staff, volunteers, and porters; supervises volunteers for special event packages and ensures event spaces are reset and cleaned post-use.
- Upholds a professional, customer-focused presence, consistently delivering premium experiences and reinforcing DCL’s service standards through effective communication and teamwork.
Operational Support & Logistics (35%)
- Builds and maintains strong interpersonal relationships with people outside the organization, representing the organization to customers, the public, government, and other external sources.
- Communicates using excellent verbal and written skills to facilitate transparent flow of information to internal and external customers.
- Identifies complex problems and evaluates options to resolve problems and remediate conflict.
- Provides excellent, responsive customer service to community customers in person, via telephone, and through the online reservation process, collecting accurate information, telephone inquiries, written correspondence, and drafting event contracts. Acts and responds in a consistent, timely manner with every customer.
- Assists with daily branch use of civic spaces including on-site room reservations, site/branch calendar maintenance, and communication regarding daily hosted events.
- Represents DCL and works at signature events.
Other Duties (5%)
- Develops proficiency in relevant industry and organizational technology.
- Engages in DCL’s performance feedback process and meets departmental expectations, policies and procedures.
Performs other duties as assigned.
One DCL Commitment: It is an expectation of each employee that you will exemplify Douglas County Libraries Brand, Culture and Values of welcoming to all, continual growth and authentic relationships.
Benefits:
Douglas County Libraries (DCL) is a Colorado PERA Member Employer, so you will be enrolled in Colorado PERA. For details on member benefits go to www.copera.org
Elective DCL benefits include:
- Health Care Plans: medical, dental & vision
- Voluntary Plans: Accident, Critical Illness, Short Term, and Long Term Insurance
- Life and Accidental Death & Dismemberment coverage
- 401k & 457 plans (through CO PERA)
- Legal-ID Shield
Additional DCL benefits include:
- Holiday Pay
- Paid Time Off
- Sick Time Off
- Leaves of Absence for Qualifying Events
*Benefits are subject to change
Requirements
Experience and Qualifications:
Required
- Associates degree
- Two years of administrative support or customer service experience
- Valid Colorado Driver’s License, good driving record and a reliable vehicle to travel to a variety of Douglas County locations
- Basic skills in Microsoft 365 or other productivity, collaboration, and cloud-based services software. Ability to learn and apply new technologies.
Preferred
- Bachelor’s degree in hospitality, event management, marketing, or related field
A combination of experience and education will be considered.
Physical Requirements: Must have a reliable method of transportation between all DCL locations. Vision is 20/40 or better in either eye with or without corrective lenses, and total combined horizontal field of vision, with both eyes, of at least 120 degrees. Must have the physical ability, stamina, mobility and manual dexterity to support a 7-day a week operation. Work at computer stations for extended periods. Access and transport materials up to 50 pounds. Participate in meetings and events at various locations and at varied times throughout the day. Ability to read as small as 8pt font. .
