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Event Logistics Specialist

2 months ago

Philadelphia, Pennsylvania, United States Constellation Full time
About the Role:

We are seeking a highly organized and detail-oriented Event Services Manager to join our team at Constellation. As an Event Services Manager, you will play a critical role in planning, directing, and coordinating catered events. Your primary responsibility will be to ensure seamless execution of events, from initial planning to post-event follow-up.

Key Responsibilities:
  • Event Planning and Coordination: Work closely with the sales team to ensure all event information is up-to-date and accurately reflected in CaterXpert. Review event floorplans, day-of supervisor packets, and rental equipment to guarantee all necessary details are current and correctly distributed.
  • Communication and Team Management: Communicate SCG procedures, standards, and expectations to all event staff on-site. Ensure all pertinent event information is communicated to the culinary and operations teams, and complete the day-of supervisor packet for use on-site.
  • Event Execution and Logistics: Assist in the setup and execution of events, ensuring that event rentals have scheduled deliveries and pickups that are convenient for specialist or venue manager. Maintain a calendar of events through Outlook and attend all necessary event meetings and conference calls.
  • Financial Management: Responsible for the collection and submission of all payments and deposits as it relates to contracted events. Ensure timely payments and review the weekly AR report to correct any discrepancies and/or collect late payments.
  • Troubleshooting and Problem-Solving: Utilize nimble trouble-shooting skills to determine the best judgment calls when a quick decision is needed.
  • Staff Management: Manage a staff, holding them accountable for their work and disciplining as needed.
  • Post-Event Follow-Up: Follow up with photographers post-event to request event photos and act as the first point of contact for general leads, gathering detailed information as needed.
  • Event Closeouts: Process event closeouts on the following day of each event and send out nightly event reminders to internal staff.
Requirements:
  • Experience: 2 years of catering/food-beverage and/or administrative/event experience.
  • Organizational Skills: Very organized and able to work independently, making the right decisions for the business.
  • Technical Skills: Basic PC knowledge and comprehension (Word & Excel) and basic math knowledge and comprehension (addition, subtraction, multiplication, division, fractions, and percentages).
  • Communication Skills: Excellent communication skills and excellent staff management skills.
Benefits:
  • Medical: Medical benefits for full-time employees.
  • Dental: Dental benefits.
  • Vision: Vision benefits.
  • Voluntary Benefits: Voluntary UNUM offering for Accident, Critical Illness, and Hospital Indemnity.
  • Discount Program: Discount program.
  • Commuter Benefits: Commuter benefits (parking and transit).
  • EAP: Employee Assistance Program.
  • 401k: 401(k) plan.
  • Sick Time: Sick time.
  • Holiday Pay: 9 paid holidays.
  • Tuition Reimbursement: Tuition reimbursement for full-time employees.
  • Paid Time Off: Paid time off.