Event Manager

Legends Global; Oklahoma City (OK); In loco; USD 42.000 - 64.000; Tempo pieno

Descrizione del lavoro

Legends Global in Oklahoma City is seeking an experienced Event Manager to coordinate all aspects of large events at the convention center, from banquets to trade shows. You will lead staffing, supervise on-site teams, coordinate vendors and partners, ensure client requirements are met, and handle post-event invoicing with finance.

Responsibilities include planning, safety and compliance, and establishing strong client relations; willingness to work irregular hours, including nights and

Competenze

• Bachelor’s degree or 2–3 years related experience.
• Facility or event management experience preferred.

Mansioni

• Plan and manage events at the Oklahoma City Convention Center including trade shows and large banquets.
• Develop staffing schedules for events and supervise on-site staff and contractors.
• Coordinate with vendors, food and beverage, marketing, IT to meet client requirements.
• Ensure safety, compliance, and proper setup per contract; manage urgent decisions during emergencies.
• Post-event invoicing and billing coordination with finance.

Conoscenze

Event management

Staff supervision

Budgeting

Vendor coordination

Communication

Crisis management

Scheduling

Formazione

Bachelor's degree or equivalent experience

Strumenti

Microsoft Office

AutoCAD/graphics software

Descrizione del lavoro

Under general supervision, coordinates all event preparation and performance aspects related to the facility for events including but not limited to, banquets, conventions, sporting events, trade shows, and meetings. Acts as liaison between the facility and clients, ensuring all client requirements are met and facility rules, regulations and policies are adhered to.

Essential Duties & Responsibilities

• Plan, organize, and manage events at the Oklahoma City Convention Center with the focus on trade shows, conventions, large scale banquets and special events.
• Develop assignment schedules for all staffing requirements for the proper presentation of event.
• Assist in the training and mentorship of Event Coordinator(s).
• Supervise emergency/medical personnel, crowd control, guest services, security, and Police Officers as well as other contract employees for events.
• Research, review and recommend equipment, materials and supplies required in providing event services and planning.
• Coordinate outside service needs with food and beverage, contractors, decorators or other vendors.
• Coordinate with Marketing and IT department all media entry into the building before, during or immediately following events.
• Maintain the proper image and generate positive public relations with clients, exhibitors, convention center partners, patrons and staff.
• Make immediate decisions and communicate with all users of the facility in an emergency situation.
• Communicate with clients to obtain necessary technical requirements and other event related information.
• Inspect buildings and specific meeting areas to evaluate suitability for occupancy, considering such factors as air circulation, lighting, location, room size and specific event requirements.
• Ensure that the equipment, physical set-up and personnel provided meet the requirements of the event and the client's contractual agreement.
• Ensure all pertinent information is obtained, compiled in event files and distributed to proper facility departments. Includes the submittal of purchase orders for all event-related costs.
• Reconcile all post event invoicing and assist the finance department with timely final event billing documentation.
• Compile and distribute all post event notes to address immediate action items and for future event reference.
• Coordinate and satisfy the requirements of multiple events occurring simultaneously.
• Respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community.
• Engage in decisions related to crowd management in a prompt and decisive manner during crisis situations.
• Work irregular schedule to ensure proper supervision of all events and activities scheduled in the facility, as required. This individual should be prepared to put in necessary hours, which include nights, weekends and holidays.

Supervisory Responsibilities

This position has limited indirect supervisory responsibilities during the events. Carries out supervisory responsibilities in accordance with Legends Global policies and applicable laws. Responsibilities include planning, assigning and directing work, addressing complaints and resolving problems.

Qualifications & Skills:

• Possess knowledge of building operations, maintenance, practices and safety requirements.
• Work independently, exercising judgment and initiative.
• Maintain an effective working relationship with clients, employees, exhibitors, patrons and others encountered in the course of employment.
• Define problems, collect data, establish facts, and draw valid conclusions.
• Interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.
• Work effectively under pressure and/or stringent schedule and produce accurate results.
• Possess excellent organizational skills.
• Follow oral and written instructions and communicate effectively with others in both oral and written form.
• Remain flexible and adjust to situations as they occur.
• Work in a fast-paced environment.

Education & Experience

• Bachelor’s degree or a combination of training and 2-3 years of related experience.
• Facility management or event management experience preferred.

Computer Skills

• Proficient in Microsoft Office, Word, Excel, Outlook, and PowerPoint. Experience in AutoCAD or other graphics program preferred.
• Operate a personal computer using Windows and Microsoft Office software.
• Operate standard office equipment including copier and fax machine.

Physical Demands

• May spend long hours in walking, standing, or sitting while working.
• Ability to lift up to 50 lbs.
• Manual dexterity - Regularly required to use hands to handle or feel.
• Visual acuity for review of computer monitors, contractual agreements, etc.

Hours Of Work And Travel Requirements

• Occasional Travel may be required.
• Work hours may vary – Ability to work irregular hours during events, including nights, weekends, and holidays.

NOTE:

The essential responsibilities of this position are described under the headings above. They may be subject to change at any time due to reasonable accommodation or other reasons. Also, this document in no way states or implies that these are the only duties to be performed by the employee occupying this position. Legends Global is an Equal Opportunity/Affirmative Action employer, and encourages Women, Minorities, Individuals with Disabilities, and protected Veterans to apply for our positions Legends Global is a VEVRAA Federal Contractor.