Event Manager I

Experience: 5-10 Years of experience managing onsite events

BTS Company Overview: This position Is with a large well-established hospitality company; a progressive and diverse company that has been serving the corporate, social, and production Industry for over 35 years. The company Is headquartered in San Diego, California and services large corporations, private clients, major sporting events (including the Super Bowl, Farmers Insurance Open, Rose Bowl, and the Olympics), news broadcast companies including NBC, venues, concert tours, corporate marketing tours, and large-scale events throughout the globe.

Employee will communicate event details with Sales Manager and Executive Chef prior and post event, as well as additional duties as assigned by Sr. Event Manager.

Job Duties:

• Warehouse General Operations:

1. Proper usage of HCMtogo app, clocking in and out of shifts correctly.
2. Time management within shifts and ensuring breaks are being recorded in HCMtogo as well as taken before the 5^th hour of a shift.
3. Work with and learn from Sr. Event Managers on developing pull lists for events as well as event folders for Events and Major Projects.
4. Work with Sr. Event Managers to create décor packages for events and ensure that event pulls are finished to completion.
5. Work with Culinary team to pull required equipment needed for an event.
6. Assist in development of Event Managers II & III within the warehouse duties and process improvement.
7. Act as a liaison between Event Sales Manager and Warehouse.
8. Double check event checklist, and event comment page.
9. Work with Director of Operations to maintain inventory of dry goods, beverages, linen, décor, food items, paper products.
10. Warehouse organization and inventory of products and equipment post events.
11. Maintain good driving record (no talking or texting while driving) and abide by all traffic laws.
12. Ability to drive company vans and box trucks.

• Warehouse Load-in:

1. Day of event, report to warehouse at scheduled time.
2. Read event folders and ensure you have all items (equipment, décor, misc.) needed for event.
3. Check with Chefs to ensure you have all food and condiments for out the door times.
4. Load any “day of” pull items and load them into the vehicle along with food checking in with culinary and menu to ensure all food is accounted for.

• On-Site:

1. Introduce yourself to the client and do a walk-through of the event space to ensure the layout is correct.
2. Make yourself the only point of contact for the event and meet with FOH staff to ensure they understand the event timeline.
3. Conduct FOH meeting.
4. Establish everyone’s role at the event.
5. Ensure uniforms are correct and grooming standards are acceptable.
6. Run through the timeline as well as the menu and call outs as well as dietary restrictions.
7. Communicate with onsite culinary for timelines of service.
8. Communicate any updates or changes with Culinary and staff onsite.
9. At larger events or events with multiple EM’s assist in the development of Event Managers II & III and facilitate learning opportunities.
10. Fill out timesheet provided in event folder for BTS and service employees as well as personal time information.
11. Fill out the post event note page in the event folder with any pertinent information and feedback from clients.
12. Manage events from start to finish and at conclusion of event prepare for load out.

• Load Out:

1. Take inventory of all equipment (BTS and rented), delegate tasks to ensure all equipment, décor, and food make it onto the truck.
2. Food is reefer trucks remain on and a note is left for morning crew.
3. Verify that all equipment and food is on the truck before it leaves for the event.
4. Do final walkthrough of event space ensuring nothing is left behind and the space is left clean.
5. Bring vehicles back to BTS and unload what is specified (dirty dishes/ trash etc..) and complete any outstanding areas in event file.

• Event Training and Coordination
• - 1. Work with Human Resources Managers to build practical training for onboarding of new event staff.

1. Assist in curating fine dining plans for local events.
2. Create expo plans and high-end service plans for large local events.
3. At events uphold high standards of service and ensure that staff provide adequate service to clients and guests by observing their performance.
4. Give feedback to staff at events throughout service to maintain quality of service.

Scheduling:

• Scheduled hours vary based on events scheduled, typical warehouse hours are 7-3:00pm.
• Must be able to work weekend days and evenings dependent on events scheduled.
• Must be able to work local projects (Farmers Open, Jewel Ball, Miramar Airshow Etc.)

Skills Required:

• Team oriented with interpersonal skills.
• Ability to adapt to changing demands.
• Lifting, carrying, pushing, and pulling 50 pounds.
• Standing for long periods of time, bending, squatting, repeated lifting.
• Exposure to solvents, fumes, chemical cleaning supplies.