Special Events Logistics Coordinator

Job Description

The Role:

Responsible for the coordination and execution of all events contracted by the Sales Department.

WHAT THIS ROLE WILL DO
• Serve as the main point of contact with Special Event clients once an event has contracted to coordinate timelines, staffing, food & beverage needs, AV needs, and general event logistics.
• Communicate with all departments on each event's needs via Event Itinerary; conduct Special Events Meetings weekly with venue team to ensure communication of each event's needs.
• Request quotes for all Special Event staffing from each department in order to accurately forecast labor for each event.
• Coordinate & contract catering orders, bar orders, and 3rd party orders to serve each event's needs.
• Coordinate all aspects of operational set-up and break down of events (equipment needs, rental needs, and station set-up).
• Liaison between client and Live Nation Members throughout the event.
• Verbally communicates in a calm, positive demeanor, during the course of the event with the caterer, concessionaire, internal departments, and the client to ensure timely execution of events, quality of service and adherence to all applicable federal, state and local safety & health regulations and Live Nation standards.
• Must maintain a neat, clean and well-groomed appearance (specific HOB standard).
• Create Event Itinerary, Day of Show Sheet, and Venue Signage for each event.
• Conduct Event Pre-Shift with all event staff and communicate event specifics.
• Maintain Special Event files in proper order.
• Assist with flashing each event including obtaining labor reports, third party invoices, food & beverage commissions statements, and ticketing audit if applicable.
• Submit Special Event invoices for payment.
• Due to the nature of the hospitality industry; you may be required to work varying schedules to reflect the business needs of the venue.
• Assist Director of Sales & Operations team as needed/requested.
• Various admin duties as requested.

Specific Job Knowledge, Skill and Ability
• Must have comprehensive knowledge of event execution, venue safety, service standards, client relations and etiquette
• Basic Mathematical skills
• Ability to operate various food and beverage equipment present at a functions

Working Environment / Physical Activities
• Physical activities include walking, talking, seeing, hearing, pushing, balancing, stooping, crouching, kneeling, handling, fingering. Must be able to grasp and hold very small objects
• Ability to walk and stand for long period of time
• Ability to lift and carry objects up to 35 pounds
• Ability to work in a very fast paced environment with considerable noise and interruptions. Must be able to change activity frequently

Qualifications:
• High School Diploma
• Working knowledge of Restaurant & Music Hall Operations; event planning, food preparation & presentation, menu planning, food costing, computers (word processing, database spreadsheets)
• Entry level knowledge of legal and HR issues with regards to the hospitality industry (federal, state, and local law regarding liquor, labor and health code regulations) POS systems
• Exhibits positive attitudes; excellent written and verbal communication; high level of organizational and follow-through skills; communicates assertively; maintains personal integrity
• Ability to handle various projects at one time make good decisions; delegates; follow up; communicate with staff and guests in a positive manner
• Preferred:
• Previous experience with cash handling in a high volume facility
• College Degree
• Minimum of two years management experience in sales / marketing / catering; public speaking experience a plus.

Jobcode: Reference SBJ-re4yp5-18-191-240-243-42 in your application.