Event Operations Coordinator

Related•New York, NY

11h•$31 - $36•Onsite

About The Position

Related Companies is seeking a highly motivated and organized team player to join the Hudson Yards Marketing team as the Event Operations Coordinator. The primary purpose of this position is to lead the successful operation and execution of events across the campus for all stakeholders, including but not limited to Related Marketing owed events and third-party client driven events. The Event Operations Coordinator will work under the Director of Event Operations, in cooperation with the Marketing and Operations teams, and will play a critical role managing internal and external day-to-day communications for the successful execution of all events on the campus. This person must be able to handle multiple projects simultaneously while working to tight deadlines. This individual will be expected to coordinate with Related Hudson Yards team members, clients and outside contractors, so exceptional communication and prioritization skills are critical for success in this position. Responsibilities include, but are not limited to: Serve as the liaison between the HY marketing team(s) and HY operations team. Work closely with the Marketing team lead throughout the conceptual planning and deal negotiation phase, providing insight into existing infrastructure capability on the site, and any restrictions. Support the process from pre-installation to execution and de-installation of the event, with support from the Director of Event Operations, marketing lead and building operations teams. Serve as the main onsite operations point of contact for all events on the campus, working directly with all stakeholders including marketing, Hudson Yards teams, and the client appointed contact(s). Maintain open, clear communication and logistical coordination throughout the course of the event with all stakeholders (clients, marketing, HY teams including but not limited to engineering, janitorial, I.T. security, fire/ life safety, etc.) Manage the event installation and de-installation, including activations at night and on weekends. On a case-by-case basis, EOC may be required to be on site to oversee the event through the execution phase as well, if deemed necessary. Responsible for fielding all day-to-day needs of the event vendors, including but not limited to site access, insurance, scheduling of deliveries, coordinating vendor work with the respective building management team that the event will occur in, and scheduling of in-house staff to assist with the event. Evaluate and prescribe all in-house services needed for the installation, duration of the event, and de-installation, to maintain health and safety, and the integrity of the asset, and scheduling staff and in-house accommodations accordingly. This will require use and management of all in-house software systems used to place and track staffing requests. Prepare breakdown of cost associated with in-house personnel and services. Construct and maintain pre-installation and de-installation strike plans prior to each event and manage vendors to this schedule throughout the event(s) accordingly. Ensure all partners, clients, vendors, tenants, etc. adhere to the Hudson Yards Event Guidelines throughout the course of the event process to maintain health, safety and the integrity of the asset. Document potential incidents with an incident report and circulate with upper management and risk department as required. Manage the repair of any damaged property, equipment, etc. and work with HY legal team on any claims made by the event vendor. Manage and maintain event tracking and reporting documents. General administrative support tasks Miscellaneous tasks and special projects, as needed

Requirements

2-3 years of prior professional experience in operations, facilities or event production
Bachelor's degree or equivalent in Real Estate, Project Management, Event Planning or related field
Ability to read and understand blueprints, CAD drawings and other schematics
Proficient in Microsoft Office Suite
Experience working with external agencies
Demonstrated ability to multi-task in a fast moving, high-profile, commercial environment
Organized, methodical and able to work to deadlines and targets with strong interpersonal skills
Excellent written communication and copywriting
Ability to work under pressure and demonstrate initiative in a diverse role where every day is different
Willingness to learn and adapt role to best benefit the business
Must be willing to work nights and weekends as required
Ability to lift and carry up to 50 pounds

Responsibilities

Serve as the liaison between the HY marketing team(s) and HY operations team.
Work closely with the Marketing team lead throughout the conceptual planning and deal negotiation phase, providing insight into existing infrastructure capability on the site, and any restrictions.
Support the process from pre-installation to execution and de-installation of the event, with support from the Director of Event Operations, marketing lead and building operations teams.
Serve as the main onsite operations point of contact for all events on the campus, working directly with all stakeholders including marketing, Hudson Yards teams, and the client appointed contact(s).
Maintain open, clear communication and logistical coordination throughout the course of the event with all stakeholders (clients, marketing, HY teams including but not limited to engineering, janitorial, I.T. security, fire/ life safety, etc.)
Manage the event installation and de-installation, including activations at night and on weekends. On a case-by-case basis, EOC may be required to be on site to oversee the event through the execution phase as well, if deemed necessary.
Responsible for fielding all day-to-day needs of the event vendors, including but not limited to site access, insurance, scheduling of deliveries, coordinating vendor work with the respective building management team that the event will occur in, and scheduling of in-house staff to assist with the event.
Evaluate and prescribe all in-house services needed for the installation, duration of the event, and de-installation, to maintain health and safety, and the integrity of the asset, and scheduling staff and in-house accommodations accordingly. This will require use and management of all in-house software systems used to place and track staffing requests.
Prepare breakdown of cost associated with in-house personnel and services.
Construct and maintain pre-installation and de-installation strike plans prior to each event and manage vendors to this schedule throughout the event(s) accordingly.
Ensure all partners, clients, vendors, tenants, etc. adhere to the Hudson Yards Event Guidelines throughout the course of the event process to maintain health, safety and the integrity of the asset.
Document potential incidents with an incident report and circulate with upper management and risk department as required. Manage the repair of any damaged property, equipment, etc. and work with HY legal team on any claims made by the event vendor.
Manage and maintain event tracking and reporting documents.
General administrative support tasks
Miscellaneous tasks and special projects, as needed