Lead Event Coordinator

2 weeks ago

Hampton, Virginia, United States ASM Global Full time

DEPARTMENT: Event Services

JOB TITLE: Senior Event Manager

REPORTS TO: Director of Sales & Event Services

FLSA: Full-Time Salary, Exempt

POSITION SUMMARY

Under general supervision, this role involves coordinating and delivering professional client services support in the planning, organization, and oversight of events. The Senior Event Manager serves as a crucial link between the facility and clients, ensuring that all client needs and facility policies are effectively met.

MAJOR RESPONSIBILITIES

  • Facilitates pre-event discussions with clients and vendors, providing insights on setup options, services, and potential costs associated with their events.
  • Ensures clear and timely communication of event specifications to the staff by preparing detailed work orders, floor plans, staffing requirements, schedules, and general instructions using industry-standard software.
  • Maintains precise and current information on each event, keeping relevant personnel informed of any updates or changes.
  • Prepares cost estimates for events and oversees final billing processes.
  • Monitors in-house setups, acting as a liaison between clients and staff to guarantee successful event execution while adhering to safety, health, and fire code standards.
  • Coordinates activities with various service contractors for assigned events.
  • Participates in relevant planning and organizational meetings related to events and facility operations.
  • Oversees events, maintaining close communication with clients, addressing their requests, concerns, and issues promptly.
  • Handles common inquiries or complaints from customers on-site.
  • Shares responsibilities with other facility personnel to function as Manager on Duty.
  • Operates independently, demonstrating sound judgment and initiative while remaining adaptable to changing situations.
  • Creates and distributes post-event summaries to appropriate staff members.
  • Fosters effective working relationships with employees, clients, exhibitors, and customers encountered during employment.
  • Willing to work extended and/or irregular hours, including nights, weekends, and holidays, as dictated by event requirements.

KNOWLEDGE, SKILLS & ABILITIES

  • A Bachelor's Degree from an accredited four-year college or university.
  • One to two years of relevant experience and/or training, or an equivalent combination of education and experience.
  • Proficient understanding of facility management principles, services, and equipment relevant to similar venues.
  • Exceptional organizational, planning, and interpersonal skills.
  • Strong written and verbal communication abilities.
  • Capability to prioritize multiple projects effectively.
  • Demonstrated problem-solving and communication skills.
  • Supervisory experience is preferred.
  • Professional presentation, appearance, and work ethic.
  • Able to work with minimal supervision and interact with all levels of staff, including management.
  • Flexibility to work long and irregular hours that may vary due to functions, including day, evening, weekends, and holidays.

This description provides a general overview of the type and levels of work performed and is not intended to be exhaustive or to represent specific duties of any one individual. The knowledge, skills, and abilities may be acquired through a combination of formal education, self-directed learning, prior experience, or on-the-job training.

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