Job description
POSITION SUMMARY:
Responsibilities include, but not limited to, manage every aspect of their assigned event from the advance planning stages through the end of the event; assisting in coordination of the work of facility events staff; serving as liaison to all facility users; and to provide responsible staff assistance to the Events department. This position will assume event assignments from the Director of Events and Assistant General Manager.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Responsibilities include, but not limited to, manage every aspect of their assigned event from the advance planning stages through the end of the event; assisting in coordination of the work of facility events staff; serving as liaison to all facility users; and to provide responsible staff assistance to the Events department. This position will assume event assignments from the Director of Events and Assistant General Manager.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Plan, service and supervise events.
- Assist in booking Exhibition Hall events.
- Meet with facility clients in advance of events and assist in determining event needs; provide information and direction to operations and support staff including audio/visual, telecommunications, set-up, custodial, maintenance, security, and marketing personnel.
- Prepare drawing, layout, diagrams, instructions, set-up requirements, and supporting documentation for each event and distribute to appropriate staff; communicate changes before and during events.
- Submit service request to appropriate departments to schedule event staff according to client request; meet with clients to resolve set-up changes; ensure compliance with applicable fire, building, and safety codes
- Serve as facility representative at events; enforce facility policies and procedures throughout each event; identify and resolve event problems; resolve public complaints.
- Establish, communicate, and maintain effective working relationships with staff, contractors and facility users.
- Communicate with municipal officials, including police, fire and medical services, event staff and public to ensure security of patrons and events run smoothly.
- Completion and/or assistance in the preparation of building to meet the requirements of upcoming events/shows.
- Completion and/or assistance with the completion of pre-show event financial estimates.
- Completion and/or assistance of post-show event settlements.
- Guide and assist event staff in job performance and resolution of patron issues and challenges.
- Demonstrate continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality seamless customer service.
- Responsible for the Events Department role in the execution of event contracts and rental agreements.
- Function as a liaison between users of the facility and the facility staff.
- Prepare written evaluations of the events; distribute to appropriate management staff.
- Prepare written cost estimate to all clients in advance of their event as well as to prospective clients.
- Maintain accurate and complete files, records and other documents relating to assigned responsibilities.
- Participate on a variety of committees, both internal and external to the facility.
- Create and distribute detailed data sheets prior to every event.
- Assist with staffing and scheduling of union stagehand labor force.
- Coordinate with Finance/Payroll departments as needed to ensure applicable parties are paid.
- Coordinate service needs with Food and Beverage department as needed.
- Serve as Manager on Duty as scheduled.
- Work a flexible schedule, including long nights, early mornings, weekends, and holidays, as needed.
- Perform other duties and responsibilities as required.
SPECIFIC JOB KNOWLEDGE, SKILLS & ABILITIES:
- Minimum of (3) years experience in direct support of events in a public assembly facility, or related field.
- Bachelor’s degree from an accredited college or university with major course work in event management, sports administration, public relations, marketing, business administration, or a related field.
- Proficient in use of Microsoft Office and AutoCAD experience preferred.
- Strong oral and written communication skills.
- Ability to stand and walk for long periods of time, climb stairs, and occasionally lift up to 40 lbs.
- Must have computer skills in Microsoft Office applications and word processing, spreadsheets, database, presentation, and Internet software.
- Possession of, or ability to obtain, a current CPR certificate is preferred.
- Possession of, or ability to obtain, a valid drivers’ license.
- Ability to provide exceptional customer service even in stressful situations Knowledge of crowd management and control techniques.
- Knowledge of customer service practices.
- Very strong organizational, communication, and interpersonal skills.
- Very strong ability to meet deadlines with high quality results in an environment.
- Ability to effectively manage multiple projects, tasks, and duties.
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