What are the responsibilities and job description for the Sr. Event Coordinator position at Benchmark International Arena?
Job Summary
The Sr. Event Coordinator will assist the Manager and Director of Event Services with the overall planning and execution of events at Vinik Sports Group operated venues. The coordinator will work closely with all departments to coordinate and communicate all information imperative to executing a world-class event. The coordinator will be responsible for ensuring staff delivers world-class service at every level.
Essential Duties and Responsibilities
Responsible for overall planning and execution of concert, sporting, and premium events at Vinik Sports Group operated properties; including site visits, follow-up with clients and all preparations associated.
Responsible for executing end-to-end logistics for large scale events and troubleshooting in real time with principal clients.
Responsible for working closely with all departments while coordinating day-to-day events, shows, Premium events and meetings
Responsible for creating a complete and accurate “event details sheet” based on advance material and distribute to VSG staff
Responsible for building and maintaining strong collaborative relationships with outside vendors for show rentals, stagehands, runners, etc.
Responsible for working with all departments to ensure venue is clean, clear and ready for events/shows, premium events and meetings
Responsible for working closely and advance all events/show information with promoter/production contacts and communicate with all departments prior to and throughout events/shows
Coordinate and communicate with clients and VSG leadership during critical or high-profile situations to ensure all needs are being met, with discretion.
Assist with live tracking of event related expenses and communicating key logistical information for high-level events in real time.
Responsible for preparing to-scale maps for ticket office based on tour specifications and act as main contact for kills and obstructions; communicate to all departments
Coordinate all set-up needs for events/shows, hospitality and meetings, including but not limited to guest service, conversion, stagehands, merchandise, broadcast networks, audio/visual support, IT, pyrotechnics, licenses, permits, insurance, catering, parking, estimates, housekeeping, sales, marketing, equipment rental and runners
Responsible for coordination of all functions from planning, advancing, load in, event operation, load out, post-event reports, managing invoices and expenses
Assist Manager with resource tracking, record keeping, and department reports
Represent the department on committees and other special project opportunities supported by the company
Assist Manager in business planning, budget management and other special projects as requested
All other duties as assigned
Game/Event Responsibilities
Game/Event Night Responsibilities: Yes
Approximate number of events worked per year: 120
Qualifications
Bachelor's Degree preferred in Event Management or Hospitality Management
A minimum of 2-3 years’ experience in venue events management and coordination, preferably in the sports, entertainment, convention or exposition industry
Ability to demonstrate leadership skills
Prior experience working large scale events
Experience working in a capacity where you have no direct management responsibility for functions and work closely in a collaborative way to influence others
Excellent ability to establish rapport with others and the ability to build strong interpersonal relationships
Exceptional relationship-building skills demonstrated with the ability to develop and maintain positive long-term relationships with outside vendors
Demonstrated experience with project management
Ability to communicate clearly in a professional manner both verbally and written
Exhibit good judgment, make sound decisions quickly, be proactive and anticipate needs of clients
Ability to meet tight deadlines, multi-task proficiently, work well under pressure with attention to detail and be creative with solutions to client needs
Ability to relate to a diverse customer and employee base
Proficiency in Microsoft Word, Excel and Outlook
Experience working in AutoCAD and Momentus Elite
Working Conditions
Ability to work efficiently and effectively in office and arena environment that can be exciting, loud and distracting
This is an onsite role split time between Benchmark International Arena and the Yuengling Center; flexibility to work a minority of time remotely.
Ability to work extended hours including late nights, holidays, and weekends as needed
Ability to work prolonged periods sitting at a desk and working on a computer.
Ability to lift/carry/move up to 50lbs
Ability to work in cold/hot indoor and outdoor temperatures
Ability to commute to various venues throughout the Greater Tampa Bay Area
Ability to travel within the US and Canada for up to one-week at a time, multiple times per year
Ability to work in areas that can become crowded with equipment and/or people
Ability to move comfortable throughout the arena with minimal accommodations
Ability to work comfortable around special effects including, but not limited to: haze, strobe lights, lasers, etc.
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.