Venue Access Coordinator | Full-Time | Ryan Field at Northwestern University

Oak View Group•Evanston, IL

1d•Onsite

About The Position

Venue Access Coordinators support the safe, organized, and efficient operation of the Ryan Field loading dock and service areas during event move-in, event hours, move-out, and other venue activity. This position serves as a key point of contact for vendors, contractors, deliveries, clients, and event personnel entering the venue through the loading dock. Venue Access Coordinators are responsible for managing vehicle and pedestrian access, verifying authorization, maintaining accurate entry information, directing vehicles and deliveries, protecting the facility, and maintaining clear emergency and operational pathways. This position works closely with Event Managers, Venue Operations, and Public Safety personnel to maintain operational control while providing a professional and welcoming experience for everyone entering Ryan Field.

Requirements

Prior experience in event operations, venue operations, loading dock operations, parking, facilities, logistics, or a related environment preferred but not required.
Strong communication and interpersonal skills.
Professional, welcoming, and guest-focused demeanor.
Ability to communicate effectively with vendors, contractors, delivery drivers, event personnel, and Ryan Field team members.
Ability to remain calm and professional in high-traffic and high-pressure environments.
Strong situational awareness and attention to detail.
Ability to enforce policies consistently, respectfully, and professionally.
Ability to follow established procedures, direction, and chain of command.
Ability to stand, walk, and work indoors or outdoors for extended periods and in varying weather conditions.
Ability to work flexible schedules, including evenings, weekends, holidays, event days, and event move-in/move-out periods.

Responsibilities

Monitor loading dock and service-area activity during event move-in, event hours, move-out, and other assigned venue operations.
Serve as a professional and welcoming first point of contact for vendors, contractors, delivery personnel, clients, and other individuals entering through the loading dock.
Support the check-in and check-out process for individuals and vehicles entering the loading dock.
Verify that individuals and vehicles entering the dock have the appropriate authorization, credential, dock pass, or approved access.
Maintain accurate records of vendor, contractor, delivery, and vehicle activity as required.
Follow event-specific loading dock plans, schedules, and instructions provided by Event Managers or Venue Operations.
Coordinate arriving deliveries and vehicles with the appropriate Ryan Field team member or department when necessary.
Guide vehicles to assigned loading, unloading, staging, or parking locations.
Ensure only authorized vehicles park or remain in the loading dock and service areas.
Help maintain an orderly flow of vehicles and pedestrians to prevent congestion and unsafe conditions.
Attempt to identify vehicle operators and associate drivers with their vehicles when required.
Place oil pans or other required protective materials underneath vehicles to protect facility surfaces.
Monitor vehicles and loading/unloading activity for conditions that could damage the facility and immediately report concerns.
Maintain clear fire lanes, emergency access routes, loading areas, doorways, and other required pathways at all times.
Assist with the staging and parking of emergency, operational, production, and other authorized vehicles when necessary.
Monitor dock doors, entryways, and surrounding service areas and ensure they remain secure when not actively in use.
Prevent unauthorized individuals from entering restricted or non-public areas through the loading dock.
Politely but consistently enforce Ryan Field loading dock access, parking, and safety procedures.
Remain alert and maintain strong situational awareness throughout the assigned shift.
Immediately report unauthorized access, unsafe conditions, suspicious activity, vehicle incidents, facility damage, or other concerns to the appropriate Event Manager, Venue Operations, or Public Safety representative.
Forward operational questions, exceptions, or situations outside established procedures to the appropriate supervisor rather than independently authorizing exceptions.
Assist Event Managers and Venue Operations with other loading dock or service-area responsibilities as assigned.
Ensure dock doors, entryways, and assigned areas are properly secured before leaving the post.