Sr. Event Coordinator

Job Summary

The Sr. Event Coordinator will assist the Manager and Director of Event Services with the overall planning and execution of events at Vinik Sports Group operated venues. The coordinator will work closely with all departments to coordinate and communicate all information imperative to executing a world-class event. The coordinator will be responsible for ensuring staff delivers world-class service at every level.

Essential Duties and Responsibilities

Responsible for overall planning and execution of concert, sporting, and premium events at Vinik Sports Group operated properties; including site visits, follow-up with clients and all preparations associated.

Responsible for executing end-to-end logistics for large scale events and troubleshooting in real time with principal clients.

Responsible for working closely with all departments while coordinating day-to-day events, shows, Premium events and meetings

Responsible for creating a complete and accurate “event details sheet” based on advance material and distribute to VSG staff

Responsible for building and maintaining strong collaborative relationships with outside vendors for show rentals, stagehands, runners, etc.

Responsible for working with all departments to ensure venue is clean, clear and ready for events/shows, premium events and meetings

Responsible for working closely and advance all events/show information with promoter/production contacts and communicate with all departments prior to and throughout events/shows

Coordinate and communicate with clients and VSG leadership during critical or high-profile situations to ensure all needs are being met, with discretion.

Assist with live tracking of event related expenses and communicating key logistical information for high-level events in real time.

Responsible for preparing to-scale maps for ticket office based on tour specifications and act as main contact for kills and obstructions; communicate to all departments

Coordinate all set-up needs for events/shows, hospitality and meetings, including but not limited to guest service, conversion, stagehands, merchandise, broadcast networks, audio/visual support, IT, pyrotechnics, licenses, permits, insurance, catering, parking, estimates, housekeeping, sales, marketing, equipment rental and runners

Responsible for coordination of all functions from planning, advancing, load in, event operation, load out, post-event reports, managing invoices and expenses

Assist Manager with resource tracking, record keeping, and department reports

Represent the department on committees and other special project opportunities supported by the company

Assist Manager in business planning, budget management and other special projects as requested

All other duties as assigned

Game/Event Responsibilities

Game/Event Night Responsibilities: Yes

Approximate number of events worked per year: 120+

Qualifications

Bachelor's Degree preferred in Event Management or Hospitality Management

A minimum of 2-3 years’ experience in venue events management and coordination, preferably in the sports, entertainment, convention or exposition industry

Ability to demonstrate leadership skills

Prior experience working large scale events

Experience working in a capacity where you have no direct management responsibility for functions and work closely in a collaborative way to influence others

Excellent ability to establish rapport with others and the ability to build strong interpersonal relationships

Exceptional relationship-building skills demonstrated with the ability to develop and maintain positive long-term relationships with outside vendors

Demonstrated experience with project management

Ability to communicate clearly in a professional manner both verbally and written

Exhibit good judgment, make sound decisions quickly, be proactive and anticipate needs of clients

Ability to meet tight deadlines, multi-task proficiently, work well under pressure with attention to detail and be creative with solutions to client needs

Ability to relate to a diverse customer and employee base

Proficiency in Microsoft Word, Excel and Outlook

Experience working in AutoCAD and Momentus Elite

Working Conditions

Ability to work efficiently and effectively in office and arena environment that can be exciting, loud and distracting

This is an onsite role split time between Benchmark International Arena and the Yuengling Center; flexibility to work a minority of time remotely.

Ability to work extended hours including late nights, holidays, and weekends as needed

Ability to work prolonged periods sitting at a desk and working on a computer.

Ability to lift/carry/move up to 50lbs

Ability to work in cold/hot indoor and outdoor temperatures

Ability to commute to various venues throughout the Greater Tampa Bay Area

Ability to travel within the US and Canada for up to one-week at a time, multiple times per year

Ability to work in areas that can become crowded with equipment and/or people

Ability to move comfortable throughout the arena with minimal accommodations

Ability to work comfortable around special effects including, but not limited to: haze, strobe lights, lasers, etc.

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.