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

The Event Coordinator (PT) is responsible for assisting in the planning, coordinating, executing and managing every aspect of assigned events in the Center from the advance planning stages through the end of the event, including supervision of the venue and its assets. The Event Coordinator (PT) working under the general supervision of an Event Manager covers needs for event service staff and collaborates with the Center department heads along with other departments within the Center delivering contractual client service support and ensure overall customer and lessee satisfaction.

About the Venue

The newly redesigned complex boasts 529,000 sq.ft. including a 13,500 seat arena, 3,400 and 770 seat theaters, 100,000 sq.ft. meeting space with the largest room of 72,400 sq.ft, 50,000 sq.ft. exhibit space, 25,000 sq.ft. ballroom and ample pre-function spaces, 760 seat theater, and a 3,400 seat auditorium. The Center hosts a variety of events, including sporting events, world-class entertainment, conventions, meetings, banquets, and other social events.

Responsibilities

• Directs, coordinates and supervises the activities of subcontractors and vendors as required to successfully execute the assigned events at the facility.
• Provides information and guidance for the client in order to obtain accurate event specifications.
• Produce layout plans for events including meetings, trade shows, exhibits, banquests concerts, and other Center events to ensure tenant and facility are working off of same information.
• Designs and produces room set-up diagrams as required to meet Client’s requirements and anticipates issues of traffic flow and crowd control and takes necessary steps to ensure the safety of all building users and patrons.
• Acts as a liaison for the client user to ensure successful execution of program and sees that their needs are met.
• Meet with client groups to plan and organize assigned meetings and/or events.
• Guide clients in preparation of events by interpreting and explaining contract provisions, policies and procedures.
• Advance event with clients/tenants to ensure all aspects of event are planned and covered for. This includes, but not limited to, staff schedules, catering coordination, operational requirements, show rentals, EMS/Police/Security coverage and technical requirements.
• Keep clients informed as to status of deadline schedules, including but not limited to floor plan submissions, meeting room set-up specifications, insurance requirements and other relevant details.
• Enforces all building polices as outlined in the Facility Use Agreement and Rules and Regulations.
• Monitors and supervises facility set-up when necessary. Attends appropriate planning, organization and other event and facility meetings in support of event operations
• Conducts pre- and post-event meetings with clients and/or facility staff.
• Develops and maintains effective relationships with service contractors and other suppliers of event services.
• Assist in scheduling operational set-ups to provide equipment or service (s) needs.
• Serves as liaison between visiting event personnel and Center’s technical, house and Security staffs.
• Maintains communication with law enforcement and emergency medical services to inform them of potential situations that may arise.
• Prepares accounting of event expenses and saves to show folder for use in settlements.
• Submits maintenance request orders for repairs and damages.
• Understands and implements the Center’s standard operating procedures as they relate to safety, evacuation procedures, crisis communication and security.
• Other event related duties as assigned

Qualifications

• Outstanding interpersonal and organizational skills as well as a meticulous attention to detail. Effectively communicates information through written correspondence, oral communication and preparation of reports.
• An industrious work ethic.
• A high level of computer proficiency, including the MS Office suite, Outlook, Adobe Acrobat and existing knowledge or aptitude to learn a basic computer furniture - floor plan creator program.
• An ability to work independently, under pressure in a multi-task environment and as a dynamic and supportive part of a team.
• Ability to work long and irregular hours that may vary due to functions and may include day, evening, weekends and holidays.
• Experience implementing technical riders, providing scrutiny and negotiation of production elements requested.
• Ability to work nights, all events, weekends, events and holidays as required

Desired Education: Degree in Business Administration, Marketing, Communications or related field, and one to two years previous relevant experience in a position with management responsibilities. Work experience in a related job may be considered as a substitute for educational requirements.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions.

• Lift and move event materials or equipment weighing up to 40 lbs.
• Work regularly requires walking, bending and climbing.
• Ability to identify visual and auditory difficulties occurring during events/productions.

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

The Charleston Coliseum and Convention Complex and Oak View Group are 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.