Manager, Assets & Event Operations

SOUTH COAST BOTANIC GARDEN FOUNDATION•Unincorporated Rolling Hills Estates, CA

3d•$27 - $31•Onsite

About The Position

South Coast Botanic Garden’s mission is to connect ALL to the wonders of nature and create offbeat experiences that inspire stewardship and sustainability. The 87-acre destination is an oasis of formal garden collections and natural walking trails founded atop the most unlikely of beginnings — a sanitary landfill. Today, South Coast Botanic Garden (SCBG) stands as a testament to the regenerative power of nature and the possibilities for land reclamation as it continues to transition from landfill to landmark. The stunning Dorothy and John Bohannon Rose Garden is a signature experience, along with the show-stopping Living Wall, a long-term exhibit of eight remarkable large-scale works of fine art sculpture, a seasonal butterfly pavilion, annual public programs and rotating traveling exhibitions. Programs invite guests to interact with nature through music, craft, science and wellness activities. Even more excitement is ahead with the creation of a 3.5-acre Marilyn and John Long Children and Family Garden scheduled for completion in the coming years. There has never been a better time to join this dynamic team. SCBG fosters an environment where strategic focus and cultural health work hand-in-hand, ensuring alignment and resilience. The ideal candidate displays a grateful and positive outlook, wholeheartedly supports SCBG’s mission to connect ALL to the wonders of nature, and has the grit necessary to grow with the Garden. Candidates should be excited to collaborate cross-functionally and contribute to the organization’s strategic goals.

Requirements

Minimum of three years of leadership or supervisory experience in operations, events, logistics, hospitality, facilities, attractions, parks, recreation or a related field.
Experience supervising employees and coordinating complex logistics and operational activities.
Strong organizational, planning and project-management skills.
Experience managing inventory, equipment, assets or operational resources.
Demonstrated ability to develop and improve operational systems and processes.
Strong interpersonal, written and verbal communication skills.
Ability to provide clear direction, establish accountability and address performance concerns appropriately.
Ability to manage multiple priorities and respond effectively to changing operational needs.
Ability to build collaborative working relationships across departments.
Experience using email, scheduling tools, inventory systems and other workplace technology.
Ability to read and interpret event layouts, work orders, schedules, equipment documentation and operational plans.
Ability to work evenings, weekends, holidays and extended hours during special events and peak operational periods.
Ability to meet the physical requirements of the position, with or without reasonable accommodation.

Nice To Haves

Experience working in a public garden, museum, zoo, attraction, hospitality venue, event venue or nonprofit organization.
Experience using asset-management, inventory, scheduling or work-order software.
Experience supervising an event operations or venue-support team.
Knowledge of event setup, venue operations, logistics and guest-service standards.
Experience managing departmental budgets, purchasing or vendor relationships.
Experience operating utility vehicles, forklifts, pallet jacks or related operational equipment.
Current forklift, utility vehicle or other relevant operational certification.

Responsibilities

Oversee the inventory, storage, maintenance, cleaning, repair, replacement and lifecycle management of Garden-owned operational and event assets.
Develop and maintain systems that provide visibility into asset availability, utilization, location, condition and replacement needs.
Ensure assets are organized, properly stored, secured and readily available for operational use.
Conduct routine audits and inspections of equipment, vehicles, storage areas and inventory.
Develop and manage preventive-maintenance schedules and replacement plans for operational and event assets.
Coordinate equipment repairs and services with internal departments and outside vendors.
Research equipment and asset needs, obtain pricing and prepare purchasing recommendations.
Develop recommendations for future equipment purchases, asset investments and capital improvements.
Monitor expenditures and assist with the development and management of departmental operating and capital budgets.
Maintain accurate inventory records, asset-tracking systems, warranties, service records, equipment manuals and inspection documentation.
Establish and maintain procedures for the safe use, checkout, return and storage of operational equipment.
Lead the planning and execution of event setups, strikes, room flips, equipment deployment and operational logistics.
Ensure event-support activities are completed safely, accurately, efficiently and on schedule.
Coordinate staffing, equipment allocation and operational resources required to support events, exhibits and programs.
Review event plans in advance to identify staffing, equipment, access, timing, weather and safety requirements.
Oversee event layouts and operational logistics in partnership with internal stakeholders.
Coordinate with Garden departments, event partners, vendors and contractors regarding operational requirements.
Support public programs, private rentals, exhibits, festivals, special events and organization-wide initiatives.
Develop contingency plans for weather, equipment failure, staffing changes and other operational disruptions.
Conduct pre-event and post-event walkthroughs and ensure identified concerns are addressed.
Participate in event debriefs and implement operational improvements based on lessons learned.
Ensure operational readiness for daily Garden activities and special events.
Develop and maintain standardized processes for requesting operational support, equipment, layouts and event services.
Create planning tools, workflows, schedules and documentation that improve communication and operational efficiency.
Establish service standards, responsibilities and planning timelines for operational requests.
Continuously evaluate and improve systems to reduce inefficiencies and increase organizational effectiveness.
Identify opportunities to streamline workflows, improve resource utilization and reduce unnecessary costs.
Lead or support the implementation of asset-management, work-order and operational-tracking systems.
Establish appropriate performance measures and use operational information to evaluate service levels and identify improvement opportunities.
Ensure operational procedures remain current, clearly documented and accessible to employees.
Serve as the primary operational liaison for departments requesting event, equipment and asset support.
Ensure departments understand available resources, planning timelines, operational requirements and request procedures.
Provide proactive communication regarding operational needs, constraints, changes and potential solutions.
Build strong, collaborative working relationships across Garden departments.
Foster a service-oriented culture focused on helping others succeed and supporting positive guest experiences.
Assist departments in identifying practical solutions when requests fall outside established processes, timelines or available resources.
Balance competing requests based on organizational priorities, safety, staffing, timing and available resources.
Escalate significant resource conflicts or operational risks to the Director of Operations when necessary.
Respond professionally and constructively to feedback regarding operational services.
Directly supervise the Lead, Event Operations and maintain overall supervisory responsibility for the Event Operations Specialists.
Recruit, interview, select, onboard and train team members in coordination with Human Resources and Garden leadership.
Schedule staff and allocate resources to meet daily operational, program and event needs.
Establish clear performance, attendance, conduct, service and safety expectations.
Provide ongoing coaching, training, feedback and professional-development opportunities.
Conduct performance evaluations and address performance or conduct concerns in accordance with Garden policies.
Recommend and administer corrective action in consultation with Human Resources and appropriate leadership.
Review and approve employee time records and time-off requests in accordance with established procedures.
Ensure appropriate staff coverage and communicate schedule or assignment changes promptly.
Promote a culture of safety, teamwork, accountability, ownership and continuous improvement.
Develop team members’ understanding of the Garden’s mission, Core Values, strategic priorities and guest-experience goals.
Maintain appropriate documentation related to employee training, performance, attendance and workplace concerns.
Communicate operational processes, priorities and expectations clearly across the organization.
Train managers and employees on operational request procedures, planning timelines, safety expectations and available resources.
Create documentation and resources that improve organizational understanding of operational services.
Gather feedback from internal stakeholders and use it to improve service delivery.
Ensure employees understand not only what operational processes exist, but also why they are necessary.
Lead team meetings, operational briefings and post-event debriefs as appropriate.
Communicate significant operational needs, concerns, risks and opportunities to the Director of Operations.
Maintain clear and timely communication before, during and after events and organizational initiatives.
Establish, model and reinforce safe work practices for event setup, equipment movement, asset storage and vehicle operation.
Ensure employees receive required safety training and use appropriate personal protective equipment.
Conduct routine inspections of equipment, vehicles, storage areas and operational workspaces.
Promptly address and report hazards, injuries, incidents, damaged equipment and unsafe conditions.
Maintain required inspection, training and incident documentation.
Ensure only appropriately trained and authorized employees operate vehicles and specialized equipment.
Take damaged or unsafe equipment out of service until it can be evaluated and repaired.
Support emergency preparedness and response activities as directed.
Ensure operational activities comply with Garden policies and applicable safety requirements.