Event Coordinator | Part-Time | Ensemble Arts

1 week ago

Philadelphia, United States Oak View Group Full time
Oak View Group

Oak View Group is the global leader in venue development, management, and premium hospitality services for the live event industry. Offering an unmatched, 360-degree solution set for a collection of world-class owned venues and a client roster that includes the most influential, highest attended arenas, convention centers, music festivals, performing arts centers, and cultural institutions on the planet.

Position Summary

The Event Coordinator is primarily responsible for assisting in the coordination of events taking place in the venue including developing, coordinating, and supervising all event related activities key to the operation of the facility including but not limited to maintaining security staffing plans, labor management, collection and distribution of event information from promoter/show representatives/sports teams, billing preparation/support, customer service representation to our guests and logistics of departmental activities relating to events.

This role will pay an hourly rate between $31 to $35.

Benefits for PT roles: 401(k) savings plan and 401(k) matching.

This position will remain open until Dec 31, 2024.

About the Venue

Ensemble Arts Philly is a vibrant cultural hub, home to three unique venues that bring the city’s arts, culture, and entertainment to life. With a cutting-edge food and beverage program, EA Philly offers a one-of-a-kind experience that captivates guests and city dwellers alike, every time they step through our doors

Responsibilities

  • Responsibilities:

    • Follow the weekly work schedule as assigned by the Event Ops Manager.
    • Supervise Event Captains and Event Staff during functions to ensure smooth operations and a high standard of service.
    • Train Event Captains and Staff on departmental standards and procedures to maintain consistent service quality.
    • Review and interpret Banquet Event Orders (BEO’s) to ensure alignment with client expectations.
    • Coordinate requisitions for supporting departments, including operations, purchasing, and logistics.
    • Manage and maintain event equipment, working closely with relevant departments to ensure functionality and availability.
    • Work with Culinary and Operations teams to synchronize event timing, production, and service flow.
    • Communicate effectively across departments (catering, sales, culinary) to align event logistics and address any challenges.
    • Possess strong planning and execution skills for pre-event preparation and on-the-floor management.
    • Review financial statements, including profit and loss (P/L) reports, to ensure financial goals align with event outcomes.
    • Collaborate with the Scheduling Coordinator to manage staffing and scheduling adjustments based on event needs.
    • Consult with the Catering Sales Manager to finalize event floor plans, meeting notes, and equipment needs.
    • Oversee the presentation, setup, and service requirements to ensure all standards are met for each event.
    • Anticipate last-minute changes, inspect setups before staff arrival, and hold pre-function meetings to cover meal, service, and table assignments.
    • Proactively recommend and implement new standards or systems to enhance service, with Event Ops Manager approval.
    • Foster a collaborative work environment that enhances staff morale and overall productivity.
    • Provide Event Department with postmortem documents to communicate policy updates, share client feedback, and discuss operational improvements.
Qualifications
  • 4-year degree from a college or university preferred
  • One year experience same or similar position in arenas, convention centers, stadiums or theaters preferred 
  • Two years in catering or hospitality preferred
  • Ability to work flexible and sometimes demanding schedules (including nights, weekends, holidays and extended hours)
  • Experience with Microsoft Office products, Tripleseat and event planning software preferred

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, but not limited to: ability to direct/motivate/inform staff and foster collaboration, ability to recognize and resolve conflicts, and ability to openly communicate verbally and in writing with clients and co-workers.

Physical Demands:

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

Work Environment:

The essential functions of this position are performed indoors. The noise level in the work environment can range from minimal to loud during events, depending on the incumbent’s location, and minimal during non-event times.

Strengthened by our Differences. United to Make a Difference

At OVG, we understand that to continue positively disrupting the sports and live entertainment industry, we need a diverse team to help us do it. We also believe that inclusivity drives innovation, strengthens our people, improves our service, and raises our excellence. Our success is rooted in creating environments that reflect and celebrate the diverse communities in which we operate and serve, and this is the reason we are committed to amplifying voices from all different backgrounds.

Equal Opportunity Employer

Oak View Group is committed to equal employment opportunity. We will not discriminate against employees or applicants for employment on any legally recognized basis (“protected class”) including, but not limited to veteran status, uniform service member status, race, color, religion, sex, national origin, age, physical or mental disability, genetic information or any other protected class under federal, state, or local law.

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