POSITION: Event Coordinator
DEPARTMENT: Event Services
REPORTS TO: Director of Event Services
FLSA STATUS: Exempt
LEGENDS GLOBAL
Two powerhouse companies have joined forces to redefine excellence in sports, entertainment, and live events. Together, we combine unmatched expertise with a global reach, offering end-to-end solutions – from venue development and event booking to revenue strategy and hospitality.
Legends brings a 360-degree, data-driven approach across Global Partnerships, Hospitality, Merchandise, and Attractions, working with top-tier clients to deliver exceptional experiences.
ASM Global, the world leader in venue management and live event production, oversees 350+ iconic venues stadiums, arenas, conventions centers and theaters.
Our organization is committed to building an inclusive, innovative environment where differences drive solutions that benefit our team members, guests, and partners. Guided by our values of respect, integrity, and accountability, we create a workplace where everyone can succeed. Are you ready to be part of the team that is transforming live entertainment? Join us to make legends happen!
Summary
The Event Coordinator is responsible for coordinating all aspects of post-booking stage services for assigned events. This position will have sole responsibility to coordinate 30 - 40 varying sized events per year.
Essential Duties and Responsibilities
Include the following. Other duties may be assigned
- Meet with facility clients prior to events and assist in determining event needs; Consult with exhibit managers, promoters, convention representatives, and others concerning physical set-up needs and other requirements for assigned areas
- Provide information and coordinate support staffing including operations, audio/visual, telecommunications, conversions, housekeeping, engineering, security, police & EMS, catering, box office. parking and guest services personnel
- Prepare drawings, layouts, diagrams, instructions, set-up requirements and supporting documentation for each event and distribute to appropriate staff, communicating changes prior to event.
- Present event data sheets & reviews in weekly interdepartmental event planning meetings
- Submit relevant floor plans and stamped drawings to the fire marshal’s office for events and serve as the liaison for the client.
- Inspect facilities and event space to ensure they are being maintained properly for events and ensure compliance with applicable fire, building and safety codes
- Oversee the computing of costs for billing of services and equipment rental charges
- Review and approve final billing to facility users prior to release of invoice
- Accurately inputs and updates all information pertinent to definite sales accounts into the facilities’ established event management software solution.
- Assist Sales Department in preparation of written cost estimates
- Interpret and apply all relevant federal, state and local regulations
- Routinely serve as Manager on Duty, serving as a facility representative
- Oversee event staffing while serving as Manager on Duty
- Respond to visual and audible alarms from building automation safety systems. Make immediate decisions and communicate with all users of the facility in an emergency situation
- Coordinate staff trainings with Legends Global Sales and stadium partners.
- Provide assistance to the Event Services, Tour, & Guest Services departments as necessary
- A passion for the event business!
Qualifications
To perform this job successfully, an individual must be able to perform each essential duty with energy and enthusiasm. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions
Knowledge Of:
- Multipurpose public assembly facility management
- Operations and production characteristics of event management/mega events
- Needs of users of large public assembly facilities
- Crowd management and control techniques
- Customer Service practices
- Principles of supervision
- Facility use contracts
- Fire and public safety regulations
- A/V equipment and electronic systems in administering public assembly facilities
- Terminology used in entertainment and flat show settings
- Relevant federal, state, and local regulations
- Must have computer skills in Microsoft office applications and word processing, spreadsheets, database, presentation, CAD and internet software
Education and/or Experience
- Bachelor's Degree from four-year University
- 1 to 2 years related experience and/or training.
- Or equivalent combination of education and experience
- Possession of, or ability to obtain a current CPR certificate
Skills and Abilities
- Plan, service, and supervise medium-to-large-scale events with minimal supervision and to interact with all levels of staff and clients.
- Analyze challenges, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of organizational objectives
- Communicate clearly and concisely in the English language, both orally and in writing
- Establish and maintain effective working relationships with staff, contractors and facility users
- Work a flexible schedule including early mornings, days, evenings, overnight, weekends, holidays, extended (long) work days and extended numbers of days
Computer Skills
To perform this job successfully, the individual should have some computer skills.
Compensation
Competitive salary, commensurate with experience, and a generous benefits package that includes medical, dental, vision, life and disability insurance, paid vacation, and 401k plan.
Working Conditions
Location: On Site – State Farm Stadium, 1 Cardinals Dr., Glendale, AZ
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Note:
The essential responsibilities of this position are described under the above headings. They may be subject to change at any time due to reasonable accommodation or other reasons. Also, this document in no way states or implies that these are the only duties to be performed by the employee occupying this position.
Legends & ASM Global is an Equal Opportunity/Affirmative Action employer, and encourages Women, Minorities, Individuals with Disabilities, and protected Veterans to apply. VEVRAA Federal Contractor.
