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Event Coordination Specialist, Bojangles Entertainment Complex
2 months ago
About Us
The CRVA is dedicated to enhancing the experiences of both visitors and residents. Through our expertise in destination development, marketing, and venue management, we strive to maximize the economic potential of our region through visitor spending, which in turn creates jobs and opportunities for the community. Our portfolio includes renowned brands such as the Charlotte Convention Center, Spectrum Center, Bojangles Entertainment Complex, NASCAR Hall of Fame, Charlotte Film Commission, Visit Charlotte, and Visitor Info Centers.
Position Summary
The Event Coordination Specialist will play a crucial role in the management of over 200 events annually at the Bojangles' Coliseum and Ovens Auditorium Complex. This position involves overseeing event logistics, ensuring adherence to specifications, and providing exceptional customer service. Additionally, this role includes offering administrative support to venue management.
Key Responsibilities
- Assist in the coordination of events post-booking, including pre-event and post-event management tasks.
- Collaborate with venue managers and client representatives to fulfill client requirements across various departments and external sources, ensuring all event specifications are met.
- Advance shows by managing production, layout, and event details.
- Research and maintain comprehensive records of past, current, and prospective events to identify specific needs such as staffing, demographics, safety considerations, and sales.
- Conduct pre-event and post-event meetings with clients and support staff as necessary.
- Facilitate site visits for potential and existing clients upon request.
- Supervise over 150 part-time and contracted event staff across both venues.
- Submit staffing requests for events.
- Organize and manage payroll for event services.
- Assist in the ordering and distribution of uniforms.
- Update and communicate policies and procedures effectively.
- Participate in training sessions as required.
- Ensure all necessary paperwork for event services employees is submitted and organized.
- Act as the primary contact for all events in the absence of the Senior Event Manager.
- Support the creation of setup diagrams for clients.
- Assist with event settlement processes, including data entry as needed.
- Prepare post-event summaries detailing attendance, demographics, incidents, and other relevant information for future reference.
- Ensure the venue is presentable prior to events.
- Keep relevant departments informed of any changes to events.
- Address customer inquiries, issues, and concerns promptly.
- Establish and maintain a professional rapport with clients.
- Process incident reports and distribute them to the Risk Management department in a timely manner.
- Prepare and share event profile information with event staff before events.
- Keep supervisors informed of any significant issues or unusual matters.
Administrative Duties
- Communicate the event schedule to clients, contractors, and team members.
- Create and distribute monthly and yearly event attendance reports to the Accounting department.
- Manage event-related complaints and customer service inquiries.
- Utilize two-way radios for communication as needed.
- Maintain a professional appearance and demeanor at all times.
- Attend all required meetings and training sessions.
- Adhere to all CRVA policies and procedures.
- Be available to work flexible hours, including evenings, weekends, and holidays.
- Perform additional duties as assigned.
Customer Service Commitment
- Proactively engage with customers, providing personalized greetings and attentive service.
- Listen actively and ask thoughtful questions to understand customer needs.
- Take ownership of customer issues and provide comprehensive solutions.
- Seek opportunities to exceed customer expectations and deliver exceptional service.
- Ensure all customer needs are met and express genuine appreciation upon closing interactions.
- Anticipate customer needs, build positive relationships, and treat all customers and vendors with respect and courtesy.
Qualifications
- Bachelor's Degree in sports management, facility management, or a related field, or equivalent experience.
- Minimum of two years of event management experience in an arena, auditorium, or similar venue.
- Strong verbal and written communication skills are essential.
- Experience with Event Business Management Systems (EBMS) or similar platforms is preferred.
- Proficiency in Microsoft Office and general office equipment is required.
- Ability to manage multiple priorities and make decisions under pressure.
- Demonstrated supervisory skills are a plus.
Physical Requirements
- Regularly lift and/or move up to 20 pounds.
- Specific vision abilities required include close vision; the role involves sitting, using hands, and communicating frequently.
- Standing and walking are also essential components of the job.
Work Environment
- The typical noise level in the work environment is moderate.
Travel Requirements
- Some business-related travel may be required, though it is not mandatory.
Benefits
- Education Reimbursement
- 457 Plan
- CRVA University
- Employee 1st Culture
- CORE Values
- NC Retirement System plan
To succeed in this role, candidates must be able to perform each essential duty satisfactorily. The requirements listed represent the knowledge, skills, and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
Our commitment to an "employee first" culture emphasizes the importance of diverse voices in shaping our direction. We value and celebrate the unique differences that strengthen our organization. Diverse candidates are encouraged to apply.
