Event Coordinator

Title: Event Coordinator

Reports To: Director, Regional Operations

Salary Range: Commensurate with experience

Job Overview

We are searching for an enthusiastic Event Coordinator with a "can-do" attitude to assist our organization in hosting events that enhance our organization's image, improve client loyalty, and enhance our brand-to-client experience. The Event Coordinator is the liaison between the show/client and all building operations staff and contractors.

The Event Coordinator will manage every aspect of their assigned events from the advance planning stages through the end of the event; schedule and supervise all event staff, as well as oversee building and parking security and interact with local public safety officials to ensure events run smoothly; coordinate communication between event staff and delegate assignments; be responsible for and ensure overall customer and lessee satisfaction and experience. Event Coordinator may have an office in a designated building, but will be executing events across the venue portfolio.

ESSENTIAL FUNCTIONS (including, but not limited to…):

· Plan, service and supervise large events

· Plan, direct and evaluate the work of subordinates

· Provide leadership for event personnel

· Analyze challenges, identify alternative solutions, and project consequences of proposed actions and implement recommendations in support of organizational objectives

· Communicate clearly and concisely in the English language, both orally and in writing

· Establish, communicate and maintain effective working relationships with staff, clients and facility operators.

· Work a flexible schedule, including long nights, early mornings, weekends and holidays as needed

· Responsible for advancing event information with show promoters or rental clients.

· Communicating event related information to all departments within the facility including Operations, Maintenance, Technical Services, Box Office, Parking and Security

· Completion and/or assistance in the preparation of building to meet the requirements of upcoming events/shows

· Assistance of post-show event settlements

· Advise lessees on services available from independent contractors for events

· Create work schedules for event, parking and security staff, delegate assignments and review performance and results

· Function as a liaison between users of the facility and the facility staff

· Recommend and evaluate required event staffing levels

· Coordinate communication between building staff and show staff during load in and load out

· Investigate and resolve event-related complaints in a professional manner ensuring customer satisfaction

· Ensure that the facility is cleaned prior to, during and after all events to maintain building appearance and increase customer satisfaction.

· Make hospitality arrangements as needed

· Communicate with municipal officials, including police, fire and medical services, event staff and public to ensure security of patrons and events run smoothly

· Review emergency planning procedures with all events staff for each event

· Create and distribute detailed data sheets prior to every event

· Coordinate with Finance/Payroll as needed to ensure event staff and other applicable parties are paid

· Prepare billing information and work with the accounting department to settle events

· Serve as Manager on Duty as scheduled

· Perform all other duties and responsibilities as assigned

QUALIFICATIONS:

· Two to four (2-4) years of increasingly responsible experience in event management in a stadium, arena, convention center or public assembly facility setting

· Bachelor’s degree or better from an accredited college/university with major coursework in facility management, hospitality management, business management, marketing or related field

· 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

· Knowledge of Operational characteristics of events

· Ability to identify the needs of users of the facility

· Knowledge of crowd management and control techniques

· Knowledge of customer service practices

· Knowledge of principles of supervision and training

· Demonstrated familiarity with facility use contracts

· Knowledge of fire and public safety regulations

· Knowledge of A/V equipment and electronic systems in public assembly facilities

· Experience with budget preparation and control

· Familiarity with terminology used in entertainment/convention/public assembly settings

Intellectual/Social, Physical Demands and Work Environment:

The intellectual/social, physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Intellectual/Social demands:

· While performing the essential functions of this job, the employee is continuously asked to multi-task under time limits. Position requires constant attention to precise details and accuracy of specified standards including: following simple to complex (more than 3 steps) instructions, and concentration which frequently extends beyond 30 minutes at a time. Employees in this role will constantly be in leadership role; this requires directing others either verbally or in writing to complete tasks in prescribed time frame. This position also requires constant use of interpersonal skills including: ability to direct/motivate/inform staff and foster collaboration, being able to recognize and resolve conflicts, being able to openly communicate in writing and verbally with clients.

Physical demands:

· While performing the essential functions of the job, the employee constantly operates a computer and other office devices such telephones, copy machines, fax machines, etc; occasionally moves about inside the office to access storage areas, cabinets and office machinery; constantly moves about the arena and event sites before, during and after events to service clients and supervise staff; constantly communicates via telephone, email and in-person with others to exchange accurate information.

Work environment:

· The duties of this position are performed indoors and occasionally outdoors in the weather conditions prevalent at the time. The noise level in the work environments is usually moderate to loud during events and minimal during non-even times.

EOE, DFWP

Job Type: Full-time

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off

Schedule:

• Day shift
• Evening shift
• Night shift
• Weekends as needed

Application Question(s):

• Are you willing to travel across our Network of venues (Laconia NH, Lowell MA, Lexington MA, Plymouth MA.

Education:

• Bachelor's (Preferred)

Experience:

• Events management: 1 year (Preferred)
• Customer Service: 1 year (Preferred)

Work Location: Multiple locations