Event Operations Specialist

Legends Global • Detroit, MI

2d • Onsite

About The Position

The Event Operations Specialist supports event execution and labor operations at Huntington Place Detroit, serving as a liaison among clients, internal departments, union personnel, and third-party vendors. The role coordinates event logistics from setup through teardown, supports event planning and on-site delivery, prepares labor estimates, reviews labor documentation, maintains payroll inputs, and prepares client invoices. The position calls for an organized, detail-oriented, adaptable professional committed to service in a fast-paced event environment.

The specialist coordinates assigned events, confirms requirements and schedules with clients, prepares and distributes event resumes, coordinates internal and external service providers, assists Event Managers, participates in planning meetings, and conducts facility walkthroughs. They monitor event execution, help resolve operational issues, and support facility policies and safety requirements.

Labor responsibilities include preparing estimates, reviewing daily labor sheets, resolving discrepancies, entering labor data into accounting and payroll systems, coordinating with union personnel, and maintaining records. The specialist also prepares, verifies, submits, and tracks weekly client invoices and related financial documentation.

The role requires frequent movement throughout a large convention center and interaction with clients, staff, vendors, and union personnel. Schedules may include evenings, nights, weekends, holidays, and extended or irregular hours according to event needs.

Requirements

• At least two years of experience in public facility management, convention or trade show operations, event services, or a similar service-oriented environment.
• Proficiency in Microsoft Office, particularly Excel and Word.
• Strong organizational, planning, and time-management skills.
• Excellent verbal and written communication and customer service skills.
• Strong attention to detail and accuracy in documentation, data entry, and financial records.
• Analytical ability to prepare labor estimates and evaluate scheduling requirements.
• Ability to multitask, prioritize competing demands, and meet deadlines in a fast-paced environment.
• Strong problem-solving skills and ability to respond effectively to changing event requirements.
• Ability to collaborate with diverse teams, clients, vendors, and union personnel.
• Professionalism, accountability, adaptability, and commitment to service excellence.
• Ability to work a flexible schedule that may include evenings, nights, weekends, holidays, and extended or irregular hours.
• Ability to stand and walk for extended periods, cover long distances, climb stairs or ladders, and kneel during walkthroughs and event setup or teardown.

Nice To Haves

• Bachelor’s degree in Hospitality Management, Business, Event Management, or a related field; relevant professional experience may be considered in lieu of a degree.
• Experience with labor coordination, vendor management, payroll documentation, or client billing.
• Familiarity with union operations and labor jurisdictions.

Responsibilities

• Coordinate assigned events on site from setup through teardown.
• Communicate with clients to confirm event requirements, schedules, and operational needs.
• Prepare event resumes and distribute information to internal departments and external partners.
• Coordinate event logistics with internal teams and third-party service providers, including audiovisual and telecommunications vendors.
• Assist Event Managers with event planning, client communications, operational coordination, and on-site support.
• Participate in event coordination meetings, staff briefings, and planning sessions.
• Conduct facility walkthroughs to assess event readiness, labor requirements, and safety compliance.
• Monitor event execution, address operational challenges, and coordinate resolutions.
• Support implementation and enforcement of facility rules, regulations, policies, and procedures.
• Prepare labor estimates using production schedules, equipment lists, event specifications, and operational requirements.
• Obtain, review, and process daily labor sheets, checking accuracy against approved labor orders.
• Resolve labor documentation discrepancies with Foremen, Stewards, clients, or other stakeholders.
• Enter and maintain labor information in accounting and payroll systems.
• Support labor planning for off-site events and assignments as required.
• Coordinate with union personnel and relevant departments to support labor readiness.
• Maintain organized labor documentation and records.
• Prepare detailed weekly client invoices based on labor documentation and event charges.
• Verify invoice accuracy and completeness, submit invoices on time, and follow up on discrepancies.
• Maintain records supporting labor estimates, labor orders, payroll inputs, and client billing.
• Partner with internal departments to address labor and billing questions and support timely financial processing.
• Build effective working relationships with clients, colleagues, union representatives, vendors, and other stakeholders.
• Communicate event updates, operational needs, and potential issues to appropriate parties.
• Perform special assignments and additional duties as directed by management.

Benefits

• Medical, dental, and vision benefits starting day one.
• Paid vacation, holidays, and sick time.
• 401(k) with company match.

What This Job Offers

• Job Type: Full-time
• Education Level: No Education Listed