Event Equipment Manager

Job Description

Job Description

Position Summary:

The Event Equipment Manager is responsible for the management, tracking, and upkeep of all equipment and uniforms supporting the Event Resources team. This role oversees vault operations, quarterly inventory audits, vendor coordination for event supplies, and equipment and uniform distribution and return processes for both internal associates and external vendors. The Event Equipment Manager plays a critical on site role at large scale events, supporting equipment and uniform distribution and laundry logistics, and works closely with the Event Resource Manager to ensure accountability for all issued items, including cost recovery for unreturned equipment. During the summer off season, this role also provides broader administrative and logistical support to Event Resources leadership in preparation for the upcoming season.

This role requires flexibility to work long, irregular hours during event support, including early mornings, nights, weekends, and holidays as dictated by the event calendar.

Key Responsibilities:

Inventory & Inventory Management:

• Conduct quarterly physical inventory checks of all equipment and uniforms.
• Track all inventory movement, items in and out of the vault, using the company's inventory management app.
• Log and manage damaged items and write offs, ensuring accurate records are maintained.
• Track laundry in and out for uniforms and linens as applicable.
• Track uniform issuance and returns to and from Event Coordinators and other staff.
• Maintain the vault area in a clean, organized, and clutter free condition at all times.
• Oversee the general upkeep, maintenance, and functionality of equipment and the vault facility.

Vendor Coordination:

• Work with all relevant vendors to coordinate orders for ice, water, uniforms, equipment, and safety supplies needed for events.
• Ensure orders are placed with enough lead time to meet event schedules and avoid supply shortages.
• Coordinate laundry pick up and drop off during long event runs, ensuring staff have continuous access to clean uniforms and events run smoothly.

Event Support:

• Attend large scale events (e.g., ASU sports, Waste Management Phoenix Open, Spring Training, concerts) to support equipment and uniform distribution to internal and external staff.
• Manage laundry logistics on site during multi day and long running events to keep clean uniforms in circulation.
• Load and unload trailers with the equipment and uniforms needed for each event.
• Ensure trailers are returned to the Operations team clean and in good standing after each event.
• Run post event inventory reports to verify that all internal and external staff have returned issued equipment and uniforms.

Accountability & Cross Team Coordination:

• Partner with the Event Resource Manager to support outreach to associates regarding unreturned equipment and uniforms and related payroll deductions.
• Coordinate with the Event Resource Manager on external vendor deductions and payment holds until uniforms and equipment are returned.
• Provide training and support to team members on the use of the inventory app, particularly during events.

Seasonal Support (Summer Months):

• Support other Event Resources leaders, including the Event Resource Manager and the Training Manager, with additional duties as needed to prepare for the upcoming season.
• Assist with tasks such as creating training binders and materials, supporting training classes, making phone calls to update associate profiles and records, and other administrative or logistical support as assigned.

Qualifications:

• Prior experience in inventory management, warehouse operations, logistics, or a related field preferred.
• Experience in the events, staffing, or hospitality industry a plus.
• Experience coordinating with vendors and suppliers for time sensitive orders.
• Strong organizational skills and attention to detail.
• Comfortable using inventory tracking software and apps; able to train others on its use.
• Ability to lift and move equipment, uniforms, and trailer loads (specify weight requirement, e.g., up to 50 lbs).
• Valid driver's license; ability to safely load and unload and possibly tow trailers.
• Must be able to obtain DOT certification and provide a 39 month Motor Vehicle Record (MVR).
• Willingness to become forklift certified.
• Flexible schedule availability, including nights, weekends, and holidays, with willingness to work long hours during event days.
• Strong communication skills to coordinate with Event Coordinators, associates, vendors, and leadership.
• Prior supervisory or team support experience a plus.

Physical Requirements:

• Ability to work outdoors in varying weather conditions for extended periods.
• Ability to stand, walk, bend, and lift for extended periods during event support.
• Ability to safely lift 50 pounds throughout shift.
• Ability to load and unload trailers and move inventory items repeatedly throughout a shift.