Oak View Group

Oak View Group is a sports and entertainment company engaged in a wide variety of activities, including arena development, facility management, arena and stadium alliance, sponsorships and partnerships, security services, publications, conferences, and consulting. The company, privately held, is headquartered in Los Angeles, California with offices throughout the world.

Overview

In consultation with the General Manager, the Event & Operations Manager will oversee the day to day operations of the 52 acre Heart of Oklahoma Expo Center as well as facilitate every aspect of scheduled events at the center. The EO&M will manage every aspect of events in the facility from the advance planning stages through the end of the event; position will recruit, train, motivate, and evaluate all front of house event staff including building security, guest services, medical staff, coordination of police presence, and parking issues and interact with local public safety officials to ensure events run smoothly; coordinate communication between event related staff and delegate assignments; be responsible for and ensure overall customer and lessee satisfaction. In addition the Event & Operations Manager will oversee the maintenance of HVAC, water, electrical, plumbing, emergency operation fails, safety aspects and all buildings and grounds landscaping to include irrigation systems.

The EO&M is also responsible for but not limited to maintenance, set-up/changeovers, custodial/housekeeping, landscaping/grounds keeping, equipment safety, physical labor and capital projects. The position will include direct operations management of the Grandstands, Fred Humphrey and Otto Krausse buildings, Conference Center, RV park areas and grounds. This position also provides overall administrative planning, direction, and policies to operating supervisors and staff, assuring the highest quality service program to assure booking and rebooking of events. The EO&M ensures an effective and cost-efficient program by controlling departmental operating budget while providing highly responsible staff assistance to the General Manager. This employee will work directly with the General Manager to ensure Event Promoters are taken care of and experience the best at the Expo.

Responsibilities

• Select, train, motivate and evaluate operations and events staff; provide or coordinate staff training; work with employees to correct deficiencies; implement discipline and termination procedures.
• Responsible for planning, coordinating, and facilitating the logistics of events throughout the Heart of Oklahoma Expo Center; act as liaison for building with all parties involved in the event
• Timely and accurately communicate with expo center staff on all requirements necessary for the operations and production of events
• In coordination with the General Manager prepare event estimates as determined by requirements using annual budget as a guide
• Detail event for client approval and internal communication by creating events in event booking online software
• Coordinate event seating layouts with box office when necessary
• Coordinate show requirements with tour production managers
• Prepare data sheet for building personnel prior to each event
• Present event previews/reviews in weekly staff meeting
• Develop and control event budgets including preparing pre-show event financial estimates and completing post-show financial settlements based on contractual requirements.
• Deliver timely and accurate event information to the General Manager and finance department for settlement/invoicing
• Exercises discretion and utilizes independent decision-making during events that will best represent the Heart of Oklahoma Expo Center and serve the client
• Ensure that all event insurance certificates, licenses and permits required for production are obtained in a timely manner
• Troubleshoot during event preparation and during event to ensure that all event setups are correct including making decisions about policy, procedures, billing and staffing
• Oversee all production, set up, event staff, event-related contract services
• Create work schedules for event staff, security staff, police fire and EMS staff and delegate assignments and review performance and results
• Facilitate event load ins and load outs that are typically early in the mornings and/or late into the evenings
• Prepares events reports noting attendance, times, significant problems, etc
• Finalizes lessee requirements including table arrangements and number and nature of support personnel (ushers, security guards, caterers & decorators)
• Oversees overall daily operation and maintenance of the Complex and all systems. This includes HVAC, sound, electrical, plumbing, fire protection, life safety, workplace safety, communications, scoreboard systems, pest control, custodial services, etc.
• Participate in the development and administration of the facility’s operations and capital budgets; forecast of additional funds needed for staffing, equipment, materials, and supplies; monitor and approve expenditures with General Manager; implement adjustments as necessary
• Communicates with all staff on the advancing, communicating and executing of event information to the operations staff
• Oversees the operation of event set-up and tear-down, i.e. stage risers, chairs, signs, banquet functions, portable stalls and arenas, dirt work
• Select, train, motivate and evaluate staff; provide or coordinate staff training; work with employees to correct deficiencies; implement discipline and termination procedures
• Develop and update comprehensive management reports and manuals (i.e. Operations Manual, Annual Preventative Maintenance Plan, Annual Facility Report, Fire Code Rules & Regulations, etc.)
• Demonstrate continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality seamless customer service
• Conduct a variety of organizational and operational studies; recommend modifications to programs, policies, and procedures as appropriate
• Maintain hazardous materials communication program, and material safety data sheets; maintain knowledge of changes in pertinent Federal, State and Local regulations
• Interacts with other facility staff in a courteous, cooperative, and professional manner
• All other duties as assigned by the General Manager

Qualifications

• Bachelor’s degree in a related field from an accredited college/university with major coursework in facility maintenance and operations, marketing, business administration or related field required
• Three (3) years of increasingly responsible event and operations management experience in a stadium, arena, convention center or public assembly facility setting highly preferred
• Minimum of three (3) years’ experience and demonstrated knowledge of physical plant management, supervisory skills and experience in work crew supervision in facility operations
• Proficient in use of Microsoft Office programs; experience with AutoCAD preferred
• Knowledge of operational characteristics of events, including crowd management and control techniques; fire and public safety regulations, food service practices, A/V equipment and relevant federal, state, and local regulations
• Ability to communicate clearly and concisely in the English language, both orally and in writing
• Production experience involving concert set up, audio, video, lighting, and rigging preferred
• Self-motivated with excellent interpersonal and communications skills and the ability to function and make management decisions in a fast-paced high-pressure environment with strong attention to detail and organization
• Working knowledge of equipment safety, facility maintenance and housekeeping
• Knowledge of budget preparation and control
• Knowledge of OSHA requirements
• Basic Knowledge of boilers, chillers, and refrigeration
• Basic Knowledge of Fire Alarm/Fire Protection systems
• Excellent customer service skills
• Ability to obtain a CDL license
• Ability to operate or learn to operate heavy machinery including not limited to tractors, skid steer, diesel water trucks, diesel trash trucks, forklifts
• Ability to work independently and as part of a team
• Must be able to work a flexible schedule including, early mornings, evenings, weekends, holidays and extended number of consecutive days.

Intellectual/Social, Physical Demands and Work Environment:

The intellectual/social, physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Intellectual/Social demands:

• While performing the essential functions of this job, the employee is continuously asked to multi-task under time limits. Position requires constant attention to precise details and accuracy of specified standards including: following simple to complex (more than 3 steps) instructions, and concentration which frequently extends beyond 30 minutes at a time. Employees in this role will constantly be in a leadership role; this requires directing others either verbally or in writing to complete tasks in prescribed time frame. This position also requires constant use of interpersonal skills including: ability to direct/motivate/inform staff and foster collaboration, being able to recognize and resolve conflicts, being able to openly communicate in writing and verbally with clients.

Physical demands:

• While performing the essential functions of the job, the employee constantly operates a computer and other office devices such telephones, copy machines, fax machines, etc; occasionally moves about inside the office to access storage areas, cabinets and office machinery; constantly moves about the arena and event sites before, during and after events to service clients and supervise staff; constantly communicates via radio/walkie, telephone, email and in-person with others to exchange accurate information. Employee may occasionally lift and/or move up to 50 pounds. As business or emergency situations require, employee may sporadically assist in lift/move 100 lbs.

Work environment:

• The duties of this position are performed indoors and occasionally outdoors in the weather conditions prevalent at the time. The noise level in the work environments is usually moderate to loud during events and minimal during non-even times.

Strengthened by our Differences. United to Make a Difference.

At OVG, we understand that to continue positively disrupting the sports and live entertainment industry, we need a diverse team to help us do it. We also believe that inclusivity drives innovation, strengthens our people, improves our service, and raises our excellence. Our success is rooted in creating environments that reflect and celebrate the diverse communities in which we operate and serve, and this is the reason we are committed to amplifying voices from all different backgrounds.

Vaccination Statement

We are committed to ensuring all our buildings and office locations are the safest in the world for artists, teams, employees, and fans. Based on recent encouraging trends in the U.S. and Canada. We highly encourage our employees to continue to get vaccinate and boosted against COVID-19. Should circumstances change, we may need to reinstate vaccination requirements, in whole or in part, to safeguard the health of our employees, guests, performers, athletes, and partners.

EEO

Oak View Group is committed to equal employment opportunity. We will not discriminate against employees or applicants for employment on any legally recognized basis (“protected class”) including, but not limited to veteran status, uniform service member status, race, color, religion, sex, national origin, age, physical or mental disability, genetic information or any other protected class under federal, state, or local law.