Under general supervision, coordinates all event preparation and performance aspects related to the facility for events including but not limited to, banquets, conventions, sporting events, trade shows, and meetings. Acts as liaison between the facility and clients, ensuring all client requirements are met and facility rules, regulations and policies are adhered to.
Essential Duties & Responsibilities •Plan, organize, and manage events at the Oklahoma City Convention Center with the focus on trade shows, conventions, large scale banquets and special events. •Develop assignment schedules for all staffing requirements for the proper presentation of event. •Assist in the training and mentorship of Event Coordinator(s). •Supervise emergency/medical personnel, crowd control, guest services, security, and Police Officers as well as other contract employees for events. •Research, review and recommend equipment, materials and supplies required in providing event services and planning. •Coordinate outside service needs with food and beverage, contractors, decorators or other vendors. •Coordinate with Marketing and IT department all media entry into the building before, during or immediately following events. •Maintain the proper image and generate positive public relations with clients, exhibitors, convention center partners, patrons and staff. •Make immediate decisions and communicate with all users of the facility in an emergency situation. •Communicate with clients to obtain necessary technical requirements and other event related information. •Inspect buildings and specific meeting areas to evaluate suitability for occupancy, considering such factors as air circulation, lighting, location, room size and specific event requirements. •Ensure that the equipment, physical set-up and personnel provided meet the requirements of the event and the client's contractual agreement. •Ensure all pertinent information is obtained, compiled in event files and distributed to proper facility departments. Includes the submittal of purchase orders for all event-related costs. •Reconcile all post event invoicing and assist the finance department with timely final event billing documentation. •Compile and distribute all post event notes to address immediate action items and for future event reference. •Coordinate and satisfy the requirements of multiple events occurring simultaneously. •Respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community. •Engage in decisions related to crowd management in a prompt and decisive manner during crisis situations. •Work irregular schedule to ensure proper supervision of all events and activities scheduled in the facility, as required. This individual should be prepared to put in necessary hours, which include nights, weekends and holidays.
Supervisory Responsibilities This position has limited indirect supervisory responsibilities during the events. Carries out supervisory responsibilities in accordance with Legends Global policies and applicable laws. Responsibilities include planning, assigning and directing work, addressing complaints and resolving problems.
Qualifications & Skills: To perform this job successfully, an individual must be able to perform essential duties satisfactorily. The requirements listed below are representative of the knowledge, skills and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the job. •Possess knowledge of building operations, maintenance, practices and safety requirements. •Work independently, exercising judgment and initiative. •Maintain an effective working relationship with clients, employees, exhibitors, patrons and others encountered in the course of employment. •Define problems, collect data, establish facts, and draw valid conclusions. •Interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables. •Work effectively under pressure and/or stringent schedule and produce accurate results. •Possess excellent organizational skills. •Follow oral and written instructions and communicate effectively with others in both oral and written form. •Remain flexible and adjust to situations as they occur. •Work in a fast-paced environment.
Education & Experience •Bachelor’s degree or a combination of training and 2-3 years of related experience. •Facility management or event management experience preferred.
Computer Skills •Proficient in Microsoft Office, Word, Excel, Outlook, and PowerPoint. Experience in AutoCAD or other graphics program preferred. •Operate a personal computer using Windows and Microsoft Office software. •Operate standard office equipment including copier and fax machine.
Physical Demands The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the job. •May spend long hours in walking, standing, or sitting while working. •Ability to lift up to 50 lbs. •Manual dexterity - Regularly required to use hands to handle or feel. •Visual acuity for review of computer monitors, contractual agreements, etc.
Hours of Work and Travel Requirements •Occasional Travel may be required. •Work hours may vary – Ability to work irregular hours during events, including nights, weekends, and holidays.
NOTE: The essential responsibilities of this position are described under the headings above. They may be subject to change at any time due to reasonable accommodation or other reasons. Also, this document in no way states or implies that these are the only duties to be performed by the employee occupying this position. Legends Global is an Equal Opportunity/Affirmative Action employer, and encourages Women, Minorities, Individuals with Disabilities, and protected Veterans to apply for our positions Legends Global is a VEVRAA Federal Contractor.