Event Coordination Specialist

2 weeks ago

Augusta, Maine, United States AEG Full time
To be eligible for this position, please ensure that you complete the application process after clicking 'Apply Now'.

Position Overview

The Event Operations Manager is responsible for overseeing, organizing, and executing events from the initial planning phase to the conclusion, ensuring that client expectations and contractual agreements are fulfilled or surpassed. This role reports directly to the Director of Operations.

This position offers a competitive annual salary range of $50,000 to $60,000.

Full-time benefits include: Health, Dental, and Vision insurance, a 401(k) savings plan with matching contributions, and paid time off including vacation days, sick leave, and 12 holidays.

This position will remain open until further notice.

Key Responsibilities
  • Plan, coordinate, and manage the logistics of assigned events, serving as the primary liaison among all involved parties and departments.
  • Recruit, train, schedule, and assess event personnel.
  • Negotiate contracts for all event production needs, including coordination with union stagehands, medical, fire, security, audio/visual, licensing, and equipment.
  • Ensure effective communication with building staff regarding all event requirements by preparing and distributing detailed event documentation, including resumes, diagrams, staffing needs, setup instructions, and other supporting materials using industry-standard software.
  • Create and share comprehensive data sheets prior to each event and compile post-event reports.
  • Develop and manage event budgets, including preparing financial estimates for clients based on projected operational costs and completing post-event financial reconciliations.
  • Address issues during event preparation and execution to ensure all setups are accurate, making decisions regarding policies, procedures, billing, and staffing as necessary.
  • Ensure timely acquisition of all necessary event insurance certificates, licenses, and permits.
  • Collaborate with the Finance department to ensure accuracy in event payroll, expenses, and documentation.
  • Work with the Director to ensure compliance with all relevant laws, ordinances, and regulations.
  • Develop and implement venue event policies, risk management strategies, crowd control measures, and emergency protocols in conjunction with the Director.
  • Provide incident report training to Event Supervisors.
  • Participate in various weekly building meetings.
  • Act as the facility manager on duty as required.
  • Establish and maintain effective working relationships with clients, partners, patrons, and all stakeholders.
  • Communicate any issues and proposed solutions to the executive team.
  • Complete all tasks with a focus on customer service through teamwork and dedication.
  • Perform other duties as assigned.
Qualifications
  • Bachelor's degree from an accredited institution in a relevant field such as Facility Management, Hospitality, Sports Management, or Business Administration.
  • A minimum of 3-5 years of experience in an event management environment (stadium, arena, convention center, or public assembly facility).
  • Prior supervisory experience is preferred.
  • Excellent verbal and written communication skills.
  • Ability to thrive in a fast-paced, high-pressure environment while managing multiple tasks and meeting deadlines.
  • Self-motivated with strong leadership and organizational skills.
  • Proficient in Microsoft Office applications.
  • Knowledge of event management principles, fire and public safety regulations, and relevant federal, state, and local laws.
  • Familiarity with audio/visual equipment, electronic systems, and AutoCAD as it relates to event venues.
  • Willingness to work a flexible schedule, including early mornings, evenings, weekends, and holidays.

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