Event Manager

Osceola Heritage Park; Town of Florida (NY); On-site; USD 42,000 - 66,000; Full time

Job summary

Legends Global is seeking an on-site Event Coordinator/Manager for Osceola Heritage Park in Florida. The role involves planning and coordinating events, liaising with clients and service contractors, and overseeing all facility operations related to events.

The candidate will work with Food & Beverage, manage floor plans, insurance requirements, and post-event documentation. Bilingual English/Spanish is required; flexible hours including nights and weekends are expected.

Qualifications

• Ability to work with minimum supervision.
• Ability to work flexible hours based on events, including daytime, evening, weekends, and holidays.
• Bilingual in English and Spanish required.

Responsibilities

• Meets with client groups to plan and organize assigned meetings and/or events.
• Coordinates activities with service contractors and vendors for events.
• Assists in outside services and equipment for events.
• Works with Food & Beverage to determine client needs.
• Keeps clients informed about deadlines, floor plans, insurance and other details.
• Develops and designs floor layouts as needed.
• Writes event work orders and manages insurance deposits and contractual requirements.
• Maintains records for pre-event planning, client requests and charges.
• Prepares cost estimates and monitors billing.
• Ensures quality service and timely invoicing.
• Supervises staff and oversees facility operations related to events.
• Acts as Event Manager for OHP events and liaises with clients and facility departments.

Job description

Job Description

Legends Global is the premier partner to the world's greatest live events, venues, and brands. We deliver a fully integrated solution of premium services that keeps our partners front and center through our white-label approach. Our network of 450 venues worldwide, hosting 20,000 events and entertaining 165 million guests each year, is powered by our depth of expertise and level of execution across every component feasibility & consulting, owner’s representation, sales, partnerships, hospitality, merchandise, venue management, and content & booking of world-class live events and venues.

The Legends Global culture is one of respect, ambitious thinking, collaboration, and bold action. We are committed to building an inclusive workplace where everyone can be authentic, make an impact, and grow their career. Winning is an everyday thing at Legends Global. We have the best team members who understand every win is earned when we come together as one unified team. Sounds like a winning formula for you. Join us!

THE ROLE

Coordinate and manage events at Osceola Heritage Park.

Essential Duties and Responsibilities

• Meets with client groups to plan and organize assigned meetings and/or events.
• Coordinates activities with the various service contractors and vendors for assigned meetings and/or events
• Coordinates/Assists in all outside services and equipment required for events
• Works in conjunction with Food & Beverage in meeting and determining client needs
• Keeps clients informed as to status of deadline schedules, including but not limited to floor plan submissions, meeting room set-up specifications, insurance requirements and other relevant details
• Reviews floor plans and determine requirements
• Develop and designs floor layouts on Delphi as needed
• Writes event work orders, contractual obligations related to insurance, deposits, etc
• Maintain accurate records or pre-event planning, client request, billable charges, service orders, contractual requirements, etc
• Prepares cost estimates and monitors final billing
• Assures quality service & timely invoicing
• Attends appropriate planning, organization and other event and facility meetings in support of facility operations
• Explains and guides clients in preparation of events by interpreting and explaining contract provisions, policies and procedures.
• Supervises staff and oversees all aspects of facility operations related to events
• Assists in the supervision of the part-time event service staff as needed
• Serves as Event Manager for OHP events
• Serves as primary liaison between clients and facility departments

• Develops and maintains post event information database files including Post Assessment and Client Evaluation Forms
• Plans, coordinates, and executes events according to needs of the client
• Issues proper paperwork and communicates all event needs and information to all departments in a timely manner via EWO's and Event Change Sheets
• Interpret and explains contract provisions to clients
• Other activities as the event requires
• Monitors and assists with facility setup, changeover, and maintenance in conjunction with Facility Operations Manager as needed
• Maintains total responsibility and authority over clients, staff, personnel, patrons, security, and safety with this role
• Attends weekly or other meetings as needed to meet role and responsibility
• Maintain harmonious relationship with all departments and staff
• Ability to work extended/irregular hours including nights, weekends, and holidays
• Performs other job duties as assigned

Supervisory Responsibilities

Carries out supervisory responsibilities in accordance with all Legends Global policies and applicable laws; Responsibilities include training employees; planning, assigning, and directing work; addressing complaints and resolving problems.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty with energy and enthusiasm. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Ability to work with minimum supervision
• Ability to work flexible hours based on events, including daytime, evening, weekends, and holidays, as needed
• Bilingual in English and Spanish required

Education