Coordinator, Event Services

Job Description

Coordinator, Event Services

Job Purpose

The primary focus of this position is to manage the day-to-day operations of various activations and setups throughout the ballpark on D-backs game days and D-backs internal events. This position also includes the planning, coordination, and execution of post-game concerts and field trip days. The event coordinator also manages stadium room reservations year-round.

Primary (Essential) Duties

Daily
• Book room reservation requests for the following areas: Rotunda, 1st Base Lounge, 3rd Base Lounge, Chase Field Training Room, Legends Conference Center, Sandlot, Right Field Deck, Batboy, Batgirl, Auxiliary Locker Room A, Auxiliary Locker Room B, Joe Black conference room, Press Interview Room, Press Lounge, Visiting Family Room, and Mascot Room.
• Book reservation requests and assign locations for the Plaza.
• Manage and assign all tabling locations around the concourse for all D-backs games.
• Organize on-site parking arrangements, including buses, and street closures.
• Partner with Turf & Grounds to book all on-field usage and set-ups for internal departments and external groups.
• Create and distribute setup sheets as needed for smaller, in-game-type events such as special groups using room reservations, various ballpark locations, etc.
• Log room reservations and events in GHOST.
• Using previous game's notes, prepare and distribute Event Reports & follow up on issues as needed.
• Facilitate final billing.

Weekly
• Ensure visiting family room schedule with visiting clubhouse manager to determine needs of visiting coaches, along with D-backs coach's needs.
• Conduct Homestand prep meetings with all necessary stakeholders.
• Coordinate pre-game giveaway distribution along with pre or post-game flyer/sample distribution.
• Create and distribute informational one-sheets detailing set-up and staffing requirements for special events (post-game concerts, field trip days, etc.) to appropriate parties.
• Coordinate staffing needs for special events.
• Prepare and distribute information received from Building Ops, Game Ops, Corporate Partners, Community, Group Sales, Promotions, Suite Sales, etc. on Event Setup Sheet.
• Conduct a post-event walkthrough to ensure all items have been removed and stored properly.

Monthly
• Order staging, forklift, and other equipment needs for Field Trip Days, Faith and Family Night, and Heritage Weekend concerts, etc. – For various events as booked.
• Work with Marketing on purchase orders for barricade and speaker scrims for all post-game concerts
• Work with game operations and group sales staff to determine logistical aspects for Field Trip Days/Career Day
• Submit event permits as needed.

Annually
• Attend forklift certification classes.
• Attend CPR certification classes.
• Attend Area Warden training

Special Events
• Post-Game Concerts
• Field Trip Days/Career Days
• Fireworks (post-game) per annual schedule provided by Marketing.

Budget Responsibilities
• Develops event estimates as needed.
• Settle all event events in a timely manner.
• Helps develop the Event Services segment of Guest Services annual budget.

Knowledge, Skills and/or Abilities
• Exhibits a strong work ethic and excellent follow-through.
• Be able to handle time-sensitive requests/changes, in a fast-paced high-pressure situations.
• Exhibit strong decision-making skills.
• A professional, friendly, and outgoing personality.
• A flexible schedule with the ability to work evenings, weekends, and holidays.

Experience/Education Requirements
• 3 years of event management experience preferred
• A bachelor's degree
• Proficient in computer skills (knowledge in Excel, Word, Access, and PowerPoint).

Working Conditions and Physical Demands

While performing the duties of this job, the employee must be able to:
• Lift 25 pounds.
• Lift 50 pounds with assistance.

The physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, sex, sexual orientation, age, disability, gender identity, marital or veteran status, or any other protected class.

Jobcode: Reference SBJ-rzz9p1-3-135-202-224-42 in your application.