Coordinator, Guest Operations
Sundance Film Festival
Park City, UTThis was removed by the employer on 7/1/2021 2:17:00 PM PST
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Full Time Job
POSITION OVERVIEW
The Coordinator, Guest Operations is charged with coordinating the air, ground, and lodging experience for designated guests of assigned residency labs, workshops, and other program activities, including the Sundance Film Festival. The guest experience travel protocols will also be extended to Institute staff on a year-round basis, as well as seasonal staff and volunteers when applicable. The ideal candidate has two years of event planning, operations, travel, or related experience.
Working closely under the Manager, Guest Operations the coordinator will focus on supporting the planning and execution of the registration process and guest relations experience for participants and carrying out external travel. This full time position is required to be based in the greater Salt Lake City, UT region in order to work onsite. Extended hours, including evenings and weekends, will also be required at key points throughout the year. This position may also be lodged onsite at the Sundance Mountain Resort for four to six weeks during the summer Labs. A valid driver's license and successful DMV check is required.
Pay rate: This position has an hourly rate of $16.24
Top priorities include but are not limited to…
Guest Operations, Artist and Public Programs
• Scheduling and facilitating meetings with required stakeholders to confirm participant's housing, air and ground travel, meals, expenses, and charge-outs are accurate.
• Maintaining participant information in the department database with accurate, up-to-date data.
• Preparing participant check-in items, including credentials, agreements, information packets, lab books, and ensuring the assembly of materials and leading the process and execution of onsite check-in.
• Coordinating and processing participant stipends and honorariums, and creating and sending a directory of participants after the event.
• Routing email inquiries received by the general lab email account to the appropriate staff or providing a response within 24 hours.
• Leading the registration process for participants, identifying new ideas and processes for streamlining systems and communication.
• Coordinating and distributing merchandise and running inventory reports.
Air and Ground Transportation
• Working with the Senior Manager & Manager to support air and ground transportation across Labs and Sundance Film Festival, and Sundance Institute to ensure all deadlines are met each year based on program schedule.
• Supporting staff training on working with our travel agency and our booking platform.
• Booking air and ground travel for participants attending program events and serving as customer service for any travel related questions.
Department Support
• Tracking invoices and reconciling credit card statements, travel expenses, and petty cash.
• Updating departmental procedural documents, manuals, handouts, and emails.
• Completing project based assignments as needed.
You have the following direct or transferable skill sets:
• Legal authorization to work in the United States.
• 2 years experience in event planning, operations, travel, or a related field.
• Strong attention to detail and accuracy in recording, tracking, and issuing information.
• Ability to collaborate with others and work within a multi-department, team-based environment.
• Outstanding written, verbal, and interpersonal communication skills to work effectively with a wide variety of people.
• Ability to prioritize to meet multiple deadlines and handle multiple tasks simultaneously.
• Proficiency in Microsoft Office, FileMaker, Excel, and Google Applications preferred.
• Ability to work nights and weekends around events and key deadlines.
• Experience managing budgets, working with and directing volunteers, or in the hospitality and tourism industry preferred.
You will be successful in this role if you...
• Meet annual deadlines specific to air and ground transportation across Labs and the Sundance Film Festival.
• Can manage details while keeping sight of the big picture, successfully managing various projects simultaneously.
• Can build and sustain professional working relationships and successfully collaborate across departments and with external stakeholders to meet deadlines and goals.
• Are proactive in anticipating issues that may arise as it pertains to the operations and logistics of a program and can successfully problem solve.
• Are comfortable with change and with working in an environment that requires one to handle multiple competing priorities.
• Enjoy executing behind the scenes and demonstrate a passion for supporting independent storytelling.