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Facility Operations/Security/Event Management: Event Operations/Management
EVENT COORDINATOR - Sears Centre Arena (Hoffman Estates, IL)

Title:                            Event Coordinator                     

Reports to:                 Director of Events

Supervises:               Union, Temporary Production Staff               

FLSA:                         Full Time Salaried: Exempt

EEO:                           First/Mid Level Officials & Managers

Summary:

 

The Event Manager will manage every aspect of their assigned events from the advance planning stages through the end of the event; occasionally hire, train, schedule and supervise all event staff, as well as oversee building and parking security and interact with local public safety officials to ensure events run smoothly; coordinate communication between event staff and delegate assignments; be responsible for and ensure overall customer and lessee satisfaction and experience.

 

Essential Functions (including but limited to):           

  • Responsible for planning, coordinating, and facilitating the logistics of events throughout the arena
  • Develop and control event budgets including preparing pre-show event financial estimates and completing post-show financial settlements based on contractual requirements.  
  • Ensure timely and accurate event information is delivered to the finance department for settlement/invoicing purposes
  • Assist internal and external clients with event logistics and suggest the most effective ways to use the facility for specific types of functions.
  • Exercises discretion and utilizes independent decision making during events that will best represent the Arena and serve the client.
  • Ensure that all event insurance certificates, licenses and permits required for production are obtained in a timely manner, including pyrotechnics and traffic control
  • Advance and communicate all event information to appropriate departments and staff
  • Troubleshoot during event preparation and during event to ensure that all event setups are correct including making decisions about policy, procedures, billing and staffing
  • Oversee all production, set up, event staff, event-related contract services
  • Maintain communication with Events Team to ensure a flawless event
  • Create work schedules for event and security staff, delegate assignments and review performance and results
  • Responsible for the Events department role in the execution of event contracts and rental agreements
  • Act as facility manager on duty as required
  • Communicates in a timely fashion any/all problems and proposed solutions to the Director of Events or AGM.
  • Receives and responds to complaints from tenants and the public or refers them to the Director of Events
  • Prepares events reports noting attendance, times, significant problems, etc.
  • Finalizes lessee requirements including table arrangements and number and nature of support personnel (ushers, security guards, caterers & decorators)
  • Interacts with other facility staff in a courteous , cooperative, and professional manner
  • Provide excellent customer service to internal and external clients
  • Exemplify the How You Doin philosophies

NON ESSENTIAL FUNCTIONS:

  • Perform other duties as assigned

 

QUALIFICATIONS: 

  • Two (2) years of increasingly responsible event management experience in a stadium, arena, convention center or public assembly facility setting highly preferred
  • Bachelor’s degree or better from an accredited college or university with major course work in facility management, marketing, business administration or related field
  • Proficient in use of Microsoft Office programs; experience with AutoCAD preferred
  • Knowledge of operational characteristics of events, including crowd management and control techniques; fire and public safety regulations, food service practices, A/V equipment and relevant federal, state, and local regulations
  • Ability to communicate clearly and concisely in the English language, both orally and in writing
  • Production experience involving concert set up, audio, video, lighting, and rigging preferred
  • Self motivated with excellent interpersonal and communications skills and the ability to function and make management decisions in a fast paced high pressure environment
  • Ability to work independently and as part of a team
  • Must be available to work a flexible schedule, including long nights, early mornings, weekends and holidays as needed

INTELLECTUAL/SOCIAL, PHYSICAL DEMANDS AND WORK ENVIRONMENT:

The intellectual/social, physical demands and work environment characteristics described here 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.

Intellectual/Social demands:

While performing duties of this job, the employee is continuously asked to multi-task under time limits and with moderate to high pressure situations.  Position requires constant attention to precise details and accuracy of specified standards including: following simple to complex (more than 3 steps) instructions, and concentration which frequently extends beyond 30 minutes at a time. Employees in this role will frequently be in leadership role; this requires directing others either verbally or in writing to complete tasks in prescribed time frame.  This position also requires frequent use of interpersonal skills including: ability to direct/motivate/inform staff and foster collaboration, being able to recognize and resolve conflicts, being able to openly communicate in writing and verbally with clients.

Physical demands:

While performing the duties of this job, the employee will frequently operate a computer and other office devices such as calculators, telephones, copy machines, faxes and printers.  Employee will constantly move about inside and outside various areas of the facility before/during /after events to interact with internal/external clients and supervise the work of employees during events.  Employee must constantly communicate via telephone, email and in-person with others and exchange accurate information.  Employee may occasionally be required due to business demands and event operations to lift and/or move up to 50 pounds.

Work environment:

The duties of this position are performed primarily indoors in an office environment. The noise level in the work environment is usually minimal to moderate during non-event days and moderate to loud during event days.

 

 

This job description is subject to change.

EOE.DFWP

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