What are the responsibilities and job description for the Event Coordinator position at CAPA-Columbus Association for the Performing Arts?
The Opportunity
The Event Coordinator for the Shubert Theatre oversees the daily operations of food and beverage concessions, ensuring excellent customer service, efficient operations, and profitability. They are responsible for setting up events and catered functions, ensuring all logistical details are managed smoothly. The Event Coordinator builds and maintains relationships, both internally and externally, that create the basis for ongoing partnerships and contribute to the Shubert’s broadening future.
First Month
Duties, Responsibilities, and Key Performance Objectives
- Are you excited about ensuring a world-class entertainment experience for theater patrons, employees, and volunteers?
- Do you have a passion for customer service, operations excellence, fiscal management, and the performing arts?
- Are you excellent at planning, inspiring others to do their very best, and overseeing a team of bartenders, barbacks, and event personnel?
The Event Coordinator for the Shubert Theatre oversees the daily operations of food and beverage concessions, ensuring excellent customer service, efficient operations, and profitability. They are responsible for setting up events and catered functions, ensuring all logistical details are managed smoothly. The Event Coordinator builds and maintains relationships, both internally and externally, that create the basis for ongoing partnerships and contribute to the Shubert’s broadening future.
First Month
Duties, Responsibilities, and Key Performance Objectives
- Learn theatre policies, health and liquor guidelines, and customer service standards.
- Shadow experienced staff during events to observe food & beverage operations.
- Get trained on POS systems, cash handling procedures, and reporting tools.
- Meet part-time concessions staff, catering partners, and kitchen team.
- Assist with setup/teardown of food & beverage stations.
- Operations Management
- Independently manage food & beverage stations during events.
- Oversee catering and kitchen staff for Cabaret Theatre events.
- Ensure compliance with all health and liquor regulations.
- Begin scheduling and training part-time concessions staff.
- Communicate service expectations clearly to team members.
- Inventory & Budgeting
- Take charge of ordering, receiving, and inventory control.
- Monitor pricing and ensure alignment with budgetary guidelines.
- Reporting & Analysis
- Produce weekly sales reports and track trends.
- Refine nightly reporting for accuracy and efficiency.
- Signature Offerings
- Develop and launch signature food/beverage items that reflect the theatre’s brand.
- Drive innovation in food & beverage offerings.
- Strategic Oversight
- Contribute to annual concessions tracking and planning.
- Evaluate vendor relationships and product performance.
- Cross-Functional Support
- Serve as Assistant House Manager, stepping in as needed.
- Collaborate with other departments to enhance event experiences.
- Continuous Improvement
- Refine training programs and SOPs for concessions staff.
- Lead initiatives to improve cleanliness, safety, and customer satisfaction.
- Assists hospitality ordering and setup for visiting artists.
- This job description is not designed to cover or contain an exhaustive listing of duties, responsibilities, and key performance objectives that are expected of the employee. These items may change, or new job-related items may be assigned from time to time.
- Proficient communication skills.
- Exemplary customer service skills combined with patience in working with various groups of people.
- Knowledgeable of applicable Connecticut liquor laws & health regulations.
- High degree of organizational skills with a commitment to accuracy.
- Ensures tasks and projects are completed efficiently and within deadlines.
- Basic computer literacy including familiarity with Microsoft Excel.
- Capable of performing accurate calculations, analyzing data, and managing budgets effectively.
- Ability to remain calm and resolve challenges and/or requests in a fast-paced environment.
- Ability to lift up to 25 pounds.
- The physical demands of this position require walking, sitting, stooping, reaching, and manual dexterity.
- Ability to work a flexible schedule as required by theatre activity which may include mornings, afternoons, evenings, weekends, and/or holidays.
- High School Diploma or G.E.D; undergraduate degree preferred, or equivalent combination of education and work experience.
- Minimum 2 years’ experience in a customer-facing position, ideally with cash-handling responsibilities.
- Food handler’s license, TIPS training, and ServSafe certification training required prior or after hire.
- Previous experience in a theatre or performance venue is preferred.
- Ability to maintain current certification in CPR/First Aid/AED.
- Due to the nature of this performing arts venue, a flexible schedule on-site at the Shubert Theatre is required, including most evenings and weekends for performances.
- Background check