What are the responsibilities and job description for the Event Production and Operations Manager position at Behind The Scenes Catering & Events?
Position: Event Production and Operations Manager
Location: Mira Mesa Sorrento Valley
Reports To: Director of Operations
Work Schedule: 40-50 hours per week (Wednesday-Sunday)
BTS Company Overview:
This position is with a large well-established hospitality company; a progressive and diverse company that has been serving the corporate, social, and production industry for over 35 years. The company is headquartered in San Diego, California and services large corporations, private clients, major sporting events (including the Super Bowl, Farmers Insurance Open, Rose Bowl, and the Olympics), news broadcast companies including NBC, venues, concert tours, corporate marketing tours, and large-scale events throughout the globe.
Job Overview:
The Operations Manager oversees the day-to-day operations for events and warehouse. They play a crucial role in training teams, strategizing, planning, and ensuring business objectives/event needs are met. As a key leader, the Operations Manager manages staff, resources, and processes to optimize efficiency and foster a positive work culture.
A. Warehouse:
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Warehouse Staff
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Maintain warehouse staff by recruiting, selecting, orienting, and training employees
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Maintain warehouse staff job results through planning, monitoring, and appraising job results
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Manage warehouse schedule
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Manage daily task list in coordination with Logistics Manager and Director of Operations
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Assign work, set completion dates, review work, and manage performance in accordance with organizational policies, procedures, and performance management processes
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Provide coaching, mentoring, and counseling to warehouse employees, and issue corrective action when required
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Coordinate with Staffing & Operations Manager to schedule Event Managers/Service staff for Warehouse Training
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Coordinate with Staffing & Operations Manager to schedule Warehouse staff for events offsite
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Coordinate with Special Projects Manager to schedule Warehouse staff for BTS special projects throughout the year
B. Operations Management and Scheduling –
- Plan and execute all logistical aspects of events, including internal scheduling and transportation coordination.
- Work with kitchen staff to assure timely and efficient menu output at designated service times as well as ensure BTS is only serving high quality, delicious food.
- Write vehicle schedule and task list for warehouse
- Reconcile timecards for Warehouse and Event Manager teams.
- Oversee recruitment, training, and management of Event Manager team.
- Develop and update Event Manager training guidelines.
- Creation and Implementation of operational systems and procedures to be carried out by permanent and on call staff
- Create and Maintain Standard Operating Procedures for Event Mangers and Warehouse Staff.
- Assist Director Of Operations in creation of Operations Plans and Standard Operating Procedures.
- Coordinate and maintain Event Manager and Warehouse staff to accomplish required service for each event.
- Management of Event Captains or Lead Managers as needed (on-site for events)
- Work with BTS management team and onsite staff to assure venue site set-up, break down and other related tasks and details are done well with integrity.
- Serve as a lead for various areas during larger galas and events.
- Supervision of Front of House Staff when required (on-site for events).
- Provide regular updates and reports as to progress and issues relating to assigned event(s)/venue(s).
- Evaluate event success through post-event surveys and analysis.
C. Major Projects
- Assist with inventory of warehouse equipment, beverages, décor, paper product, etc.
- Develop reorder triggers for commonly used items for events (cleaning supplies, paper product, trash liners, etc.)
- Prepare and execute warehouse pull sheets for Major Projects.
- Coordinate and maintain Event Manager and Warehouse staff to accomplish required service for each event.
- Coordinate truck returns and flip plans with Director of Operations as needed (i.e Napa to Airshow)
- Help with set up of on-site event (buffets, décor, etc.) and assist with service (run food, manage temporary staff) in relation to Major Projects.
- Work with HR/Staffing Manager to coordinate staff planning and staffing logistics for off-site special events, including large scale events (i.e. Olympics, Rose Bowl, 3 Day Walk, etc), as assigned by Director Of Operations.
- Assist at Staffing Tent for Check In and Out as assigned.
- Work with Director of Operations to manage large event staff requirements and fulfillment (operational staffing numbers required).
- Work with Director of Operations to manage large event pulls and schedules.
- Work with BTS Director(s) and/or Managers on Major Projects
- Be present at load-in to ensure all product and equipment is loaded to plan for execution on site.
- Major Project duties as assigned by Director of Operations.
Skills Required:
- Proven work experience in Event Production and Operations Manager or in a similar role. Event experience preferred.
- Strong Interpersonal oral and written skills.
- Strong knowledge of job duties and functions
- Ability to adapt to changing demands.
- Ability to prioritize workflow resulting in efficient and accurate results.
- Self-Starter, ability to take a project from inception to completion.
Scheduling:
- Ideal schedule would be Tuesday-Saturday in office with Sunday and Monday off
- Must be available for all Local Projects (Farmers Open, Jewel Ball, Miramar Airshow Etc.)
- Must be flexible with scheduling for weekend events at discretion of Director of Operations