Event Services Coordinator

Legends Global • Los Angeles, CA

8d • Onsite

About The Position

Under general supervision, the Event Services Coordinator is responsible for coordinating all event's preparation and performance aspects related to the facility. Acts as liaison between the facility and tenants ensuring all tenant requirements are met and facility rules, regulations and policies are adhered to. Responsible for the management of all event services staff and all part-time F.O.H. staff. Be a hands-on leader of the Event Services Department, offering the Event Services Manager / Director support in the supervision, development, and mentorship of all team members. Responsible for recruiting, hiring, scheduling, supervising, and managing part-time front of house team members including Event Services. Offer support in all areas of Employee Engagement and spearhead the annual all team member orientation training by engaging team members toward the success of the Greek Theatre mission. Evaluate and report Guest Services staff’s adherence or inconsistencies with upholding company policies (i.e. Dress Code, Job Duties/Responsibilities, and other Codes of Conduct) every event night. Ability to serve as D.O.S. lead for artist VIP programs, coordinating logistics, staffing, and delivering a high-quality experience to both the guest and client. Inspect spaces, rooms, and specific meeting areas to evaluate suitability for occupancy, considering such factors as air circulation, lighting, location, room size, and event requirements. Ensure that the equipment, physical set-up, and personnel provided meet the requirements of the event and the client’s contractual agreement. Ensure all pertinent information is obtained, compiled in event files, and distributed to proper entities. This includes but is not limited to compiling, filing, and distributing event notes, medical service reports, incident reports, ejections, arrests, parking lists, staffing schedules, payroll. Completion of event specific documents including but not limited to, incident reports, checklists, and inventory logs. Coordinate with the Box Office regarding technical and production requirements that impact sight lines and/or cause seating obstructions. Work closely with related departments, such as sponsorship, operations, police, traffic, for facility activities. Manage the preparation for upcoming events. Work alongside the Event Services Manager / Director to create initiatives that promote and develop the understanding and value of diversity and inclusion in the workplace. Work irregular schedule to ensure proper supervision of all events and activities scheduled in the facility, as required.

Requirements

• Bachelor's degree from an accredited four-year college or university and two (2) years related experience and/or training, or equivalent combination of education and experience.
• Demonstrated proficiency in ABI Mastermind scheduling system, with the ability to efficiently manage staffing assignments, optimize labor allocation, and adapt to operational needs.
• Working knowledge of Evolv technology and established security policies and procedures, ensuring compliance with venue safety standards and contributing to a secure guest experience.
• Ability to learn and utilize the Raven reporting platform.
• Familiarity with JustPark online parking systems, collecting data and navigating the website, assisting in troubleshooting and/or helping guests with parking inquiries.
• Knowledge of methods in setting up/tearing down events, housekeeping/cleaning techniques of large public facilities.
• Coordinate and satisfy the requirements of multiple events occurring simultaneously.
• Respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community.
• Engage in decisions related to crowd management in a prompt and decisive manner during crisis situations.
• Work independently, exercising judgement and initiative.
• Maintain an effective working relationship with clients, employees, exhibitors, patrons, and others encountered in the course of employment.
• Define problems, collect data, establish facts, and draw valid conclusions.
• Interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.
• Work effectively under pressure and/or stringent schedule and produce accurate results.
• Organize and prioritize work to meet deadlines.
• Follow oral and written instructions and communicate effectively with others in both oral and written form.
• Remain flexible and adjust to situations as they occur.
• Work in a fast-paced environment.
• Operate standard office equipment and personal computer(s) using MS-DOS, MS Windows, Excel, and MS Word.
• Proficient in time record keeping systems preferred, as well as knowledge of various platforms such as JustPark, Raven, and Evolv.
• Possess knowledge of building operations, maintenance, practices, and safety requirements.
• The employee is regularly required to move around the facility; to stand for long hours during events; talk and hear.
• This position may require work inside or outside of the building, as needed by events.
• This position is not substantially exposed to adverse conditions other than loud sound for some events.

Nice To Haves

• Knowledge of California labor law a plus.

Responsibilities

• Be a hands-on leader of the Event Services Department, offering the Event Services Manager / Director support in the supervision, development, and mentorship of all team members.
• Responsible for recruiting, hiring, scheduling, supervising, and managing part-time front of house team members including Event Services.
• Offer support in all areas of Employee Engagement and spearhead the annual all team member orientation training by engaging team members toward the success of the Greek Theatre mission.
• Evaluate and report Guest Services staff’s adherence or inconsistencies with upholding company policies (i.e. Dress Code, Job Duties/Responsibilities, and other Codes of Conduct) every event night.
• Ability to serve as D.O.S. lead for artist VIP programs, coordinating logistics, staffing, and delivering a high-quality experience to both the guest and client.
• Inspect spaces, rooms, and specific meeting areas to evaluate suitability for occupancy, considering such factors as air circulation, lighting, location, room size, and event requirements.
• Ensure that the equipment, physical set-up, and personnel provided meet the requirements of the event and the client’s contractual agreement.
• Ensure all pertinent information is obtained, compiled in event files, and distributed to proper entities. This includes but is not limited to compiling, filing, and distributing event notes, medical service reports, incident reports, ejections, arrests, parking lists, staffing schedules, payroll.
• Completion of event specific documents including but not limited to, incident reports, checklists, and inventory logs.
• Coordinate with the Box Office regarding technical and production requirements that impact sight lines and/or cause seating obstructions.
• Work closely with related departments, such as sponsorship, operations, police, traffic, for facility activities.
• Manage the preparation for upcoming events.
• Work alongside the Event Services Manager / Director to create initiatives that promote and develop the understanding and value of diversity and inclusion in the workplace.
• Work irregular schedule to ensure proper supervision of all events and activities scheduled in the facility, as required.
• Responsible for the supervision of all patron services employees to include ticket takers, ushers, and guest services team members.
• Develop assignment, schedules for all staffing requirements for the proper presentation of event.
• Assist with hiring, scheduling, supervising, and managing part-time front of house staffing.
• Communicate department needs to Event Services Manager / Director.

Benefits

• Legends Global is an Equal Opportunity/Affirmative Action employer, and encourages Women, Minorities, Individuals with Disabilities, and protected Veterans to apply.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level