Event Coordinator

4 weeks ago

Trenton, New Jersey, United States Oak View Group Full time

Oak View Group

Oak View Group is a global leader in venue development, management, and premium hospitality services for the live event industry. Our team is dedicated to delivering exceptional experiences for our clients and guests.

Job Summary

The Event Coordinator is responsible for overseeing all aspects of events taking place in the venue, including developing, coordinating, and supervising event-related activities. This includes maintaining security staffing plans, labor management, collecting and distributing event information, billing preparation, customer service representation, and logistics of departmental activities.

Key Responsibilities

  • Advance each show/event with the appropriate show/promoter representative in a timely fashion
  • Communicate all event information to the appropriate departments and staff
  • Develop, implement, and manage event security plans in conjunction with event security providers and show/promoter representatives
  • Develop accurate event seating information with the Box Office Manager and Operations Manager, and ensure event set-ups are accurate
  • Communicate in a timely manner with each department head regarding specific needs and information for each event
  • Prepare and distribute Event Data Sheets to all staff and departments in a timely manner
  • Prepare post-event reports for all events coordinated
  • Meet with facility sports tenants to collect and distribute game requirements and coordinate efforts to produce tenant events
  • Work with promoters and agents to coordinate and facilitate client needs for each event and provide cost estimates as required/requested
  • Prepare and submit expenses for event settlement. Attend settlement if required
  • Execute other operational duties as assigned

Qualifications

  • 4-year degree from a college or university preferred
  • (1-3) year experience in a similar position in arenas, convention centers, stadiums, or theaters preferred
  • Ability to work flexible and sometimes demanding schedules (including nights, weekends, holidays, and extended hours)
  • Experience with Microsoft Office products, CAD, and Ticketmaster ticketing 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 instructions, and concentration which frequently extends beyond 30 minutes at a time. Employees in this role will constantly be in a leadership role, requiring directing others either verbally or in writing to complete tasks in a prescribed time frame. This position also requires constant use of interpersonal skills, including 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 as 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 periods.

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.

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