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Event Coordination Specialist

2 months ago

Tallahassee, United States Oak View Group Full time

Position Overview:

The Event Operations Manager will oversee all facets of designated events, from initial planning through to the conclusion and financial reconciliation. This role is essential in ensuring the seamless execution of events while also supervising part-time parking personnel. Additionally, the manager will contribute to the formulation and enforcement of departmental policies and procedures.

Compensation: The salary range for this position is $44,000 to $48,000.

Benefits: Comprehensive benefits for full-time roles include health, dental, and vision insurance, a 401(k) savings plan with matching contributions, and paid time off, which encompasses vacation days, sick leave, and 12 holidays.

Key Responsibilities:

  • Oversee all elements of banquets, trade shows, meetings, and various smaller events as assigned.
  • Provide detailed descriptions of venue services and coordinate these services for clients.
  • Advise clients on event logistics and recommend optimal facility usage for specific functions.
  • Manage the hiring, performance evaluations, scheduling, training, and development of approximately 25 part-time parking attendants and security personnel.
  • Create setup diagrams using AutoCAD based on event requirements for client approval.
  • Collaborate with the operations team to ensure all events meet client specifications and comply with safety regulations.
  • Communicate effectively with the Director of Food and Beverage, chefs, and catering managers regarding event needs.
  • Prepare and distribute detailed Event Data Sheets prior to each event.
  • Update event estimates as necessary and complete final settlements post-event.
  • Demonstrate problem-solving abilities, make prompt decisions, and delegate tasks while maintaining professionalism in high-pressure situations.
  • Serve as the manager on duty as scheduled.
  • Coordinate the collection and documentation of all required employee information for part-time event staff.
  • Develop and maintain the Parking Department's Policies and Procedures Manual as part of the overall Events Department manual.
  • Process and submit biweekly payroll for the Events Department to HR.
  • Execute all responsibilities with a strong focus on customer service, demonstrating teamwork and dedication to the organization's mission and principles.
  • Perform additional duties as assigned.

Qualifications:

  • Preferred experience in managing banquets, trade shows, conferences, meetings, and weddings.
  • Minimum of 3-5 years of experience in a public assembly facility with supervisory responsibilities.
  • A bachelor's degree in facility management, hospitality management, business management, or a related field is preferred.
  • Clear and concise communication skills in English, both verbal and written, are required.
  • Ability to work a flexible schedule, including long hours, late nights, early mornings, weekends, and holidays.
  • Strong organizational skills, attention to detail, and the ability to meet strict deadlines in a fast-paced environment are essential.
  • A positive, professional, and customer-focused attitude is necessary.
  • Proficiency in Microsoft Office applications and familiarity with word processing, spreadsheets, presentations, and internet software is required.
  • Knowledge of AutoCAD is preferred.