Event Operations Coordinator

2 weeks ago

Glendale, Arizona, United States Insignia Event Services LLC Full time
Job Description

Position: Lead, Events - Part-time
Reports to: Manager, Events

Company Overview: Insignia Event Services (IES) is a newly established division associated with a prominent sports organization, responsible for orchestrating all events at a major stadium. In addition to sporting events, IES manages a versatile venue for various celebrations, including concerts, festivals, and corporate gatherings. Our revenue streams are centered around event management, parking services, and creative production.

Role Summary:
Under the guidance of the Director of Events, the Lead, Events will play a crucial role in the Events Department, focusing on the coordination and execution of event day activities. This position entails detailed collaboration between Insignia Event Services and our clientele. The ideal candidate will be client-oriented, proactive, and enthusiastic about crafting distinctive experiences while delivering outstanding events. Flexibility in working hours, including weekends, is essential.

Key Responsibilities:

• Deliver exceptional customer service

• Oversee event day operations and maintain client relationships

• Lead the setup and dismantling of events in conjunction with the operations team

• Efficiently manage venue logistics while adhering to safety protocols

• Create and interpret event timelines and data sheets, collaborating with various departments to fulfill event requirements.

• Coordinate pre-event and post-event details, including vendor management and communication with city officials.

• Send confirmation communications to all relevant departments involved in events

• Ensure all necessary permits and inspections are executed for events

• Act as the primary contact for event breakdown, assisting with packing and inventory management

• Engage in pre-planning for upcoming events as required

• Participate in staffing and pre-event meetings with clients and departments

• Reach out to potential clients to gather information for the Events Department

• Compile event expense reports for review by management

• Assist the Event Manager with on-site logistics

• Perform additional duties as assigned

Qualifications:

• Minimum of 1 year in customer service

• Previous experience in event management or team leadership

• Positive demeanor and strong interpersonal skills

• Team-oriented mindset with a focus on collective success

• Excellent verbal and written communication skills

• Strong organizational capabilities

• Ability to thrive under pressure

• Attention to detail and accuracy are critical

• Valid driver's license required

• Capability to stand for extended periods

• Ability to lift up to 50 lbs

• Willingness to work outdoors in varying weather conditions

• Flexibility to accommodate varying schedules, including evenings and weekends

• Availability to work a significant number of event days and additional events monthly

• Capacity to work independently or collaboratively within a team

Equal Opportunity Employment: Insignia Event Services is committed to providing equal employment opportunities to all qualified applicants without regard to race, color, religion, national origin, sex, sexual orientation, age, disability, gender identity, marital or veteran status, or any other protected status.

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