What are the responsibilities and job description for the Facilities and Events Coordinator position at CHEManager International?
Job Summary
The Facilities and Events Coordinator primarily works evening and weekend hours (Thursday-Monday). This role involves planning and coordinating Logan Center events, managing event logistics, and ensuring smooth facility operations. The Facilities and Events Coordinator will collaborate with teams for event execution, provide exceptional customer service to ensure participant satisfaction, and handle scheduling walk throughs, set-up, and post-event evaluations. Additional duties include supporting the Facilities and Operations Director, the Events and Operations Manager, in efforts related to event spaces and maintaining compliance with university policies and regulations. The Facilities and Events Coordinator has primary responsibility for representing Logan Center Operations staff during hours of operation, especially evening and weekends, serving as first point of contact for Logan users, staff and guests during such times for all building, food services, scheduling, and safety and security-related issues.
During assigned work periods, the Facilities and Events Coordinator works closely with custodial, portering, engineering, safety and security personnel and staff to maintain the Logan Center building and grounds. The Facilities and Events Coordinator also serves as front-of-house support for many ticketed public events occurring at Logan Center during assigned work periods. Additionally, the Facilities and Events Coordinator works closely with the UC Custodial porter staff to ensure all aspects of classroom, meeting, and special event set-up requirements are completed and meet the expectations of Logan Center users. Reporting to the Director of Facilities and Operations, the Facilities and Events Coordinator works closely with all members of the Logan Center Operations staff, faculty, students, staff, community partners and contracted service providers. Primary work periods for this position are evening (mid-afternoon workday start) and weekend (morning or mid-afternoon start). The schedule can vary depending on events but will be known well in advance.
Responsibilities
Education: Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree).
Work Experience: Minimum requirements include knowledge and skills developed through 5-7 years of work experience in a related job discipline.
Experience
Preferred Qualifications
When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.
The Facilities and Events Coordinator primarily works evening and weekend hours (Thursday-Monday). This role involves planning and coordinating Logan Center events, managing event logistics, and ensuring smooth facility operations. The Facilities and Events Coordinator will collaborate with teams for event execution, provide exceptional customer service to ensure participant satisfaction, and handle scheduling walk throughs, set-up, and post-event evaluations. Additional duties include supporting the Facilities and Operations Director, the Events and Operations Manager, in efforts related to event spaces and maintaining compliance with university policies and regulations. The Facilities and Events Coordinator has primary responsibility for representing Logan Center Operations staff during hours of operation, especially evening and weekends, serving as first point of contact for Logan users, staff and guests during such times for all building, food services, scheduling, and safety and security-related issues.
During assigned work periods, the Facilities and Events Coordinator works closely with custodial, portering, engineering, safety and security personnel and staff to maintain the Logan Center building and grounds. The Facilities and Events Coordinator also serves as front-of-house support for many ticketed public events occurring at Logan Center during assigned work periods. Additionally, the Facilities and Events Coordinator works closely with the UC Custodial porter staff to ensure all aspects of classroom, meeting, and special event set-up requirements are completed and meet the expectations of Logan Center users. Reporting to the Director of Facilities and Operations, the Facilities and Events Coordinator works closely with all members of the Logan Center Operations staff, faculty, students, staff, community partners and contracted service providers. Primary work periods for this position are evening (mid-afternoon workday start) and weekend (morning or mid-afternoon start). The schedule can vary depending on events but will be known well in advance.
Responsibilities
- Works closely with and assists all Logan Center space users, including faculty, students, staff, student organizations, University and Community partners and external users during non-regular (evening and weekend) hours.
- Represents Logan Center Operations Department during non-regular hours with issues pertaining to security, custodial, special events, building engineering, scheduling, beverage and linen service, and special needs, etc.
- Serves as primary point of contact for facilities and operations-related service providers, including building engineer, food service contractors, UC Department of Safety and Security, UC Facilities/Work Center, custodial supervisors.
- Serves as immediate on-site emergency response contact in instances of Logan Center and/or UC campus emergencies, including building evacuation and emergency lock down emergency responses.
- Exercises discretion in the handling of special and/or unexpected situations that may arise.
- Performs regular rounds of Logan Center building and grounds, reporting and acting upon noted facilities-related issues including cleanliness, grounds/trash removal, snow removal, doors, landscaping, lighting, and safety hazards.
- Works closely with Logan Center staff and Facilities Services porters and users to ensure timely and accurate completion of room set-ups.
- Works with Events and Operations Manager, Events and Scheduling Coordinator, Associate Director of Production, and building users to ensure daily facility schedule is accurate.
- Utilizing space scheduling software, supports the Events and Operations Manager, Events and Scheduling Coordinator and building users in the determination of event requests and set-up requirements.
- Relates technical requirements changes to the Performance Production staff and day of event set-up changes to set-up staff.
- Assists with Logan Center site visits and general tours of Logan Center if needed.
- Works closely with event-related vendors (caterers, equipment rental companies, florists/décor vendors, etc.) to assure compliance with building use policies and procedures, and ensures timely space set-up changeovers and event load in/outs.
- Serves as front-of-house manager, working closely with Logan Center security, engineering, custodial, ushers, box office, check room and other Performance Hall staff.
- Assures a welcome, comfortable and safe environment for Logan Center guests. Communicates with Performance Hall production staff to determine program timings, including timing of program works, doors opening, performance starting, intermission and estimated concert ending times.
- Assures lobby audio and visual monitoring system is working properly prior to concerts, and serves as point of contact for administration of assistive hearing system program.
- Works closely with Box Office Manager during ticketed events for management of performance starting time, ticket duplications, box office line management, ticket stub counts, and special ticketing needs, such as confirmation of technical seat holds, etc.
- Serves as Logan Center point of contact for guest needs including assistance with ticketing questions, disabilities/special needs.
- Works with Custodial set-up crew to manage Logan Center event furniture inventor.
- Working with Set-Up Crews, maintains inventory of event-based tables, chairs, easels, etc.
- With Director of Facilities and Operations, creates and maintains event furniture Repair and Replacement Program.
- Serves as a member of the Reva and David Logan Center for the Arts staff, assists the Logan Operations staff as needed, attends regularly scheduled Production Meetings.
- Assist in developing and managing facilities budget, purchasing supplies and equipment, developing facilities-related policies and procedures and coordinating renovation and other facilities-related projects. May assist in coordinating the work of contractors with a limited degree of supervision.
- Supports the work of unit facilities unionized staff. Prioritizes and schedules work assignments, inspects work, and provides guidance and technical assistance.
- Performs other related work as needed.
Education: Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree).
Work Experience: Minimum requirements include knowledge and skills developed through 5-7 years of work experience in a related job discipline.
Experience
Preferred Qualifications
- A minimum of 2-3 years in meeting and event set up experience is acceptable.
- Theatrical industry front-of-house management experience.
- Knowledgeable in catering, hotel and/or conference set-up.
- Familiarity with university facilities management, or similar environments is a plus.
- Familiarity with and experience working in a variety of civic arts organizations.
- Knowledge of safety regulations and emergency procedures.
- Proficiency in basic office tools such as Microsoft Office Suite is desirable.
- Learn the use of facility scheduling and resource management software.
- Knowledge of building operations and maintenance coordination.
- Deliver exceptional customer service by responding professionally and diplomatically to faculty, students, community partners, performers, and guests.
- Coordinate event logistics, such as set up, tear down, and staffing.
- Manage timeline and production schedule.
- Provide clear written and verbal communication.
- Strong time management and work under deadlines.
- Prioritize competing demands, resolve unexpected issues independently, and maintain professionalism under pressure.
- Respond effectively to building and campus emergencies, including evacuations and lock downs.
- Coordinate and execute events efficiently.
- Strong communication and customer service skills to interact with students, faculty clients, staff, and vendors effectively.
- Detail-oriented and highly organized to manage multiple tasks and priorities simultaneously.
- Organizational and human relations skills with ability to collaborate well and cultivate good relationships with various constituencies.
- The temperament to work with a diverse and demanding population.
- Comfortable in moments of quick decision-making in stressful situations.
- Self-directed and self-motivated, able to set goals and develop projects.
- Remain calm in stressful situations.
- Clear, effective, and tactful oral and written communication skills.
- Prioritize and execute multiple tasks simultaneously, with an ability to view a project in its entirety.
- Moves equipment weighing up to 50 pounds.
- Moves throughout the building to support events and complete event set ups.
- Willingness and ability to occasionally work hours outside of regular work schedule.
- Facilities and operations management of an 180,000 square feet facility, conducting regular building rounds and, at times, stand for extended periods of time.
- Considerable movement within and around building throughout work shift.
- Occasional pushing and lifting of equipment and packages and setting of tables and chairs.
- Some light lifting,10 to 50 lbs.
- Resume/CV (required)
- Cover Letter (preferred)
- References Contact Information (3) (preferred)
When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.