Coordinator - Marketing

Marketing Department Support

Provides support for the Marketing Department in the areas of special event coordination, purchasing, invoicing, and promotions. This is a salaried position, tips may not be accepted.

Essential Job Functions:

• Consult with management and assist in the proper planning for the execution of promotions, special events, marketing programs and strategies that support property marketing plans, brand growth, revenue and retention goals.
• May act as a Master of Ceremonies / emcee all promotions, giveaways, tournaments, and high end events on stage as needed.
• Coordinate services for events and promotions, such as accommodation and transportation for participants, facilities, catering, signage, displays, special needs requirements, printing and event security.
• Execution tasks include but are not limited to: equipment requirements, fire and safety code compliance, complete overall understanding of the impact on the property, research vendors, assess feasibility, options, etc.
• Execute and oversee expenditures for special events, record expenditures, chart budget variances and submit to ensure budget requirements are met.
• Generate Banquet Event Orders and make adjustments to BEOs and communicate all changes to the culinary and other supportive departments prior to and during events.
• Submit event invoices (i.e. entertainment, décor, production, rentals, etc.) into the MMS purchasing system as soon as the service is confirmed and no later than 7 business days prior to event date.
• Review event bills for accuracy and approve payment within the necessary timeframe.
• Responsible for assembling and supervising special event team of volunteers.
• Must maintain detailed and organized account files and budgets.
• Perform administrative/clerical duties as needed and assigned: processing invoices, calling vendors and guests, monitoring and keeping event budgets up to date with attention to detail.
• Coordinates projects with contractor and public service – including permits and seeing that everything is up to state codes on the project.
• Assists in the formulation of theme, format and budget specifications for specific promotions and tournaments.
• Assists management to ensure that all promotions are in compliance with Seminole Gaming guidelines.
• Assists with processing work orders for creative as related to casino promotions and events.
• Executes promotions in side casino, assisting patrons participating in promotions and filing out the necessary paperwork required to give away hi end prizes and cash.
• Ensures collateral materials for promotions and events are displayed prior to and recovered at the conclusion of each project.
• Establishes reports and systems to monitor actual expenses compared to budget and take necessary action to meet budget guidelines.
• Communicate promotion / event information to operating departments to ensure timely coordination.
• Ensures that promotion and event areas are stocked with necessary supplies, decorations and secures items at conclusion of promotion/event.
• Responsible for the appropriate and timely project/ promotion /event set ups.
• Ensures that all collateral, such as signage, flyer, table tents, etc. are received, printed and distributed as applicable to each event, promotion or department needs.
• Ensures proper inventory control & record keeping of promotional items, gifts and prizes.
• Executes budgets for individual promotions, records expenditures, charts budget variances and submits to management as requested.
• Produce passes, tickets, certificates and control logs as needed.
• Performs clerical duties as needed.
• Handle any unexpected emergencies or issues that come up during project.
• Receive, pick up and distribute mail and/or shipments of merchandise for the Marketing Dept or other dept as applicable.
• Brochure and signage compliance - placement and restocking as needed.
• Processes payroll and track PTO for Marketing and Player's Club.
• Processing Cap Ex purchases
• Must be able to work independently with no supervision.
• Ensures accuracy of work from the standpoint of grammar, composition and format.
• Establishes an effective working relationship with all operating departments.
• Maintains a harmonious working relationship with co-workers.
• Maintain good working relations with tribal vendors.
• Answer telephones and give out accurate information concerning marketing efforts.
• Answer vendor inquiry calls and advise of vendor approval process and pertinent property information/contacts.
• Maintain security and confidentiality of files, records and lists.
• Exhibit conduct in accordance with all Gaming Commission Regulations and Seminole Tribe of Florida departmental policies and procedures.
• Demonstrate a commitment to ensuring responsible gaming and responsible alcohol service by discretely notifying appropriate management of concerns and observations.
• Demonstrate actions and behaviors that reinforce the Company's Mission and Values of Communication, Integrity, Fun, Respect, Accountability, Passion and Dedication.
• Ensure prompt and discrete notification to management and/or the Ethics Hotline of any observation of illegal acts or internal ethics violations.
• Supports and maintains Seminole courtesy guidelines. This includes attending Seminole customer service, supervisory and all other required training.
• Maintain confidentiality of company and guest information.
• Responsible for maintaining a clean, safe, hazard free and fair work environment.
• Must be familiar with and follow all policies and procedures as directed by the Seminole Casino including but not limited to; all audit policies and procedures, the MICS (Minimum Internal Control Standards) and any other policies and procedures as instituted and directed.
• Perform other duties as assigned and directed.
• Will be cross-trained in positions within department to assist and fill in as needed.

Qualifications

Qualifications:

• A college degree in a related field or certification is preferred in Hospitality, Event Planning, Marketing or Public Relations preferred and (3) years or more of similar administrative experience required or an equivalent combination of education and experience.
• Casino experience preferred.
• High School Diploma/GED required.
• Must be computer literate and have working knowledge of Microsoft Office, Excel, Access, Word, PowerPoint, and Adobe Photoshop.
• Must possess basic mathematical skills; addition, subtraction, multiplication and division specific to position responsibilities.
• Familiarity with I-series/MMS and one of the following programs preferred, Daylight, Delphi, Caterease, Meeting Matrix, CAD.
• Must possess strong organizational, communication (both written and oral), and multi-tasking skills with attention to detail.
• Proven ability to successfully handle and prioritize multiple projects and meet critical deadlines.
• Must possess a positive attitude, exceptional guest service skills, outstanding phone etiquette, excellent interpersonal skills, strong communication and problem-solving skills, and the ability to multi-task and make quick decisions in a stressful environment. The candidate must also be self-motivated, flexible, adaptable and able to work independently.
• Commitment to routinely go above and beyond in the accomplishment of position responsibilities in an effort to play a role in the achievement of organizational goals.
• Ability to deliver a service level which creates an atmosphere that makes our guests want to return, giving each guest a positive and memorable entertainment experience.
• Must present an image of excitement, enthusiasm, and outgoing personality while being able to project a professional appearance.
• Applicant may be asked to work a variety of schedules, to include; long hours, evenings, weekends and holidays.
• Excellent interpersonal, communication, team player with good problem solving skills required.
• Must be able to effectively manage time.

Work Environment:

• May be exposed to casino related environmental factors including, but not limited to: second hand smoke, excessive noise, and constant interaction with the general public.
• While performing the duties of this job, the employee is frequently required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms, talk or hear; and taste or smell. The employee must frequently lift and/or move 20 pounds or more. Specific vision abilities that may be required by this job include close, distance, color, and peripheral vision, depth perception and ability to adjust focus.
• The work environment characteristics described here may be representative of those an employee encounters while performing the essential functions of this job.
• The Casino environment is hectic, fast-paced and often crowded and noisy.

Closing:

The Tribal Council gives preference in all of its employment practices to Native Americans. First preference in hiring, training, promoting and in all other aspects of employment is given to members of the Seminole Tribe who meet the job requirements. Second preference is given to members of other federally recognized Native American Tribes who meet the job requirements.

As part of