Ln Venues, Special Events Logistics Coordinator - The Fillmore

Job Description

The Role:

Responsible for the coordination and execution of all Special Events contracted by the Sales Department at The Fillmore Philadelphia, Punch Line Philadelphia, The Met, Theatre of Living Arts, and Freedom Mortgage Pavilion.

WHAT THIS ROLE WILL DO

Responsibilities:

I. Essential Functions
• Handle all aspects of the Special Event once it has been assigned by DOS or Sales Manager(s)
• Maintain files in proper order after the special event order has been distributed
• Coordinate all aspects of operational set-up and break down of events (equipment needs, rental needs, and station set-up)
• Coordinates with Production department all production aspects needed for an event
• Liaison between client, Live Nation Team Members, and Vender Partners throughout the event
• Verbally communicate in a calm, positive demeanor, during the course of the function with caterer and in-house concessionaire to ensure timely execution of events, quality of service and adherence to all applicable federal, state and local safety & health regulations and Live Nation standards
• Conduct Event Pre-Shift with Operations Managers and communicate event specifics at Team Member Pre-Shift
• Client interaction; conducts site inspections and walk through with clients as requested by SM / DOS
• Assist DOS and Sales Manager(s) as requested with special needs by the client
• Conduct meetings such as the SEO Meeting and Production Meeting
• Assist DOS, Sales Manager(s), and Logistics Manager as requested with special projects, as assigned
• Must maintain a neat, clean and well-groomed appearance
• Due to the nature of the hospitality industry; you may be required to work varying schedules to reflect the business needs of the venue

II. Accounting Functions
• Verify Deposit / Payments tracking schedules with DOS and Sales Manager
• Proper execution and completion of all post event paperwork
• Responsible for proper settlement or payment
• Manage staff hours to ensure we are not exceeding our budget

III. Inventory Functions
• Maintain in-house furniture inventory for each venue
• Order all specialty items as sold by DOS/Sales Manager and up sell to client as opportunity arises
• Ensures equipment rentals for SE are ordered and returned to vendors
• Obtain permits as needed

IIII. Marketing Functions
• Maintain marketing budget tracker
• Facilitate all payments for scheduled print ads, digital ads, and trade show booths
• Maintain calendar of marketing deadlines to ensure that all ads are created and submitted on time

V. Specific Job Knowledge, Skill and Ability
• Must have comprehensive knowledge of food and beverage preparations, service standards, guest relations and etiquette
• Knowledge of all appropriate table settings and etiquette
• Basic Mathematical skills

IV. Working Environment / Physical Activities
• Physical activities include walking, talking, seeing, hearing, pushing, balancing, stooping, crouching, kneeling, handling, fingering. Must be able to grasp and hold very small objects
• Ability to walk and stand for long period of time
• Ability to lift and carry objects up to 35 pounds
• Ability to work in a very fast paced environment with considerable noise and interruptions. Must be able to change activity frequently

In addition to the performance of essential job functions the Special Events Logistics Coordinator will be evaluated on the following leadership qualities:
• Working Relationships
• Judgment / Accountability
• Quality / Accuracy of Work
• Dependability / Reliability
• Communication (Written and Verbal)
• Initiative
• Development (self and subordinate)
• Manageability
• Reaching profit margins for enhancements sold

Qualifications:

Required:
• High School Diploma
• Working knowledge of Special Event Operations; event planning, food preparation & presentation, menu planning, food costing, computers (word processing, database, spreadsheets)
• Exhibits positive attitudes; excellent written and verbal communication; high level of organizational and follow-through skills; communicates assertively; maintains personal integrity
• Ability to handle various projects at one time make good decisions; delegates; follow up; communicate with staff and guests in a positive manner

Preferred:
• College Degree
• Minimum of two years experience in sales / marketing / catering; public speaking experience a plus.

Physical Demands/Working Environment:
• Work environment is fast-paced
• Position requires extended periods of prolonged standing, bending, stooping, and reaching
• Must be able to lift or move up to 35 lbs using proper lifting techniques
• Tolerance of loud noises

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Jobcode: Reference SBJ-9zwnmz-18-97-14-88-42 in your application.