Special Events Logistics Manager - Pavilion At Toyota Music Factory

Job Description

HOB Entertainment, a division of Live Nation Entertainment, offers exceptional club venues nationwide. House of Blues venues provide several genres of live music from Rock, Hip Hop, Country, Rock en Español, Blues, Jazz, Reggae and Pop. House of Blues venues are also known for their southern-style cuisine, juke-joint inspired atmosphere and the World Famous Gospel Brunch.

THE ROLE

The Special Events Logistics Manager provides administrative support to the Sales Department, including Senior Sales Manager, Sales Managers and Logistics team; performs special projects as delegated by the Director of Sales.

The Logistics Manager is responsible for execution, servicing and detailing of assigned events once booked by the Special Events Department. They are to ensure a smooth and efficient process of an event from the SEO to the actual operation of the function. This position works closely with the Special Events Team in contract negotiations and servicing groups while being a liaison between Special Events and Operations team.

Responsibilities:

I. Essential Functions
• Responsible for execution, servicing and detailing of assigned events once booked by the Special Events Department
• Provides administrative support and assistance to the Special Events Sales Team
• Distribution of all internal and external correspondence
• Maintains all departmental files
• Assists department team members with Information Systems support
• Distribution of all internal and external correspondence
• Maintains departmental files.
• Assists all department team members with Information Systems support.
• Coordinate all aspects of operational set-up and break down of events (equipment needs, rental needs,
• and station set-up)
• Coordinates with Production department on all production aspects needed for an event
• Liaison between client and LN Team Members throughout Event.
• Must maintain a neat, clean and well-groomed appearance (specific venue standard)
• Conduct Event Pre-Shift with Operations Managers and communicate event specifics at Team Member Pre-Shift
• Assures seamless transition for Client from Sales Department to Operations Manager during Event
• Handle all aspects of the Special Event once the special event order (SEO) has been distributed
• Client interaction; conducts site inspections and walk through with clients as requested by SM/DOS
• Assist Sales Manager(s) as requested with special needs by the client
• Participate in meetings such as the SEO Meeting and Production Meeting
• Due to the nature of the hospitality industry; you may be required to work varying schedules to reflect the business needs of the venue
• Maintain files in proper order after the (SEO) has been distributed

II. Accounting Functions
• Process all deposits and payments in a timely manner
• Track status of payments made for all events with Sales Mangers
• Follow up on all accounts receivable and provide monthly update to Director of Sales and Business Manager
• Verify Deposit / Payments tracking schedules with Sales Manager
• Proper execution and completion of all post event paperwork: Party Recap Sheet, Captain's Report and Receipts
• Responsible for proper settlement or payment on night of event with client and entering billing information into POS to generate a final guest check
• Manage staff hours to ensure we are not exceeding our budget
• Follow up on all accounts receivable and provide monthly update to Director of Sales and Business Manager

III. Staff Functions
• Maintain supply of digital and print sales kits and collateral materials
• Update sales kit inserts and menus as needed.
• Collect and update digital content for event marketing
• Generate a competitive analysis report on a quarterly basis
• Special projects as assigned by Director of Sales
• Distribution of final contracted SEO's to appropriate parties
• Train all staff with regards to the proper techniques and etiquette for service
• Produce weekly banquet summary for all events – includes number of team members and their time to scheduled and verify staffing was handled by Operations Manager

Qualifications:
• High School Diploma (College Degree preferred)
• Minimum one year in a customer service capacity
• Working knowledge of computers (Excel, Word, databases)
• Basic Mathematical skills
• Entry-level knowledge of restaurant and music hall operations, food preparation and restaurant reservation procedures.
• Written and verbal communication skills; time management skills.
• Ability to prioritize and organize and work in a fast-paced, high volume environment.

If the above description sounds like you and fits your background, apply online at www.livenationentertainment.com/careers to join the Live Nation Entertainment team today!

Applicants for employment in the US must possess work authorization which does not require sponsorship by the employer for a visa.

Jobcode: Reference SBJ-r08y78-3-17-175-191-42 in your application.