Event Operations Coordinator

About Chelsea Piers:
At Chelsea Piers you will find colleagues who are passionate about what we do. Careers at Chelsea Piers offer unmatched facilities, excellent benefits, and proven career growth opportunities for people who are passionate about transforming the lives of our community through sports, fitness, and event experiences.

About the Opportunity:
The Chelsea Piers Field House is looking for a talented individual to join our Events team. The Event Operations Coordinator will work in a fast-paced environment, handling all aspects of event operations and execution - with a heavy focus on our birthday party program, one of the highest-volume, highest-visibility parts of our business - plus related administrative tasks.This position reports to the Field House Director of Events and works side by side with our Birthday Party and Special Events sales team to ensure a seamless customer experience from sales to planning to execution. Given the volume of parties run each week, this role requires someone who can juggle multiple events at once without losing precision on any one of them. The Event Operations Coordinator should be an outgoing individual with exemplary customer service skills, highly organized, detail-oriented, and calm under pressure.

As the Event Operations Coordinator, you will be expected to:

• Manage and oversee party and event staff to ensure the SOPs are being followed and a consistent high quality of service is being rendered
• Schedule staff for all Field House parties & events, including school groups, team buildings, corporate events, rentals, parties, photoshoots, and complex-wide outings
• Communicate and confirm weekly party and event schedules with applicable coaches and managers
• Serve as liaison to all approved Chelsea Piers caterers and third-party vendors, including invoices and timely payments
• Submit cake and catering orders to appropriate vendors
• Work closely with other Field House directors to ensure events, parties, and programming run successfully & safely together
• Create the weekly schedule for upcoming weekend parties with all party details
• Organize, track and reorder all party and event inventory and supplies
• Create unified and consistent SOPs for events including:
  • Birthday Parties
  • Team Building
  • Bar/Bat Mitzvahs
  • Adult Birthday Parties/Bachelor Parties
  • Location Shoots
• Send out feedback surveys to clients after events have concluded
• Share a daily recap, including successes and complaints; make necessary changes to avoid them in the future
• Create accurate customer invoices and charge parties and events according to contracts
• Assist with hiring, training, and supervising Field House Party & Special Event staff
• Help with Customer Service and overall facility management on a handful of weekend days

Schedule:

• Part - Time: Sunday & Thursday required; additional days assigned based on event volume. Hours are non-traditional and fluctuate week to week based on the events calendar

These responsibilities are not comprehensive, and can change at any time at the supervisor's discretion.

About You:

You are punctual, dependable, and professional. You are a proactive self-starter who can identify and solve problems on your own. You will have:

• Minimum of Bachelor's Degree
• Proficiency in Microsoft Office software
• At least two (2) years of sales and/or operations experience
• A positive, can-do attitude
• Ability to multi-task in a fast-paced environment
• Ability to effectively manage internal and external customers using patience, tact, and diplomacy to diffuse difficult situations
• Ability to learn quickly
• Ability and willingness to run projects independently
• Strong interpersonal skills to provide overall guest satisfaction
• Excellent and articulate communication skills with friendly and professional phone and email etiquette
• Ability to work a flexible schedule to accommodate event and birthday party bookings, often including evenings and weekends
• Ability to work under pressure and meet deadlines
• Ability to lift, carry, load, unload, push, and pull up to 20lbs
• Ability to sit, stand, bend, stoop and walk for the majority of their time at work
• CPR/AED certification within the first 30 days of hire