Event Manager

Event Manager

For over 50 years, the Birmingham-Jefferson Convention Complex (BJCC) has served as a premier entertainment destination attracting a broad array of events across a diverse collection of venues. Centrally located in the heart of Birmingham, Alabama's Uptown Entertainment District, the BJCC campus includes Legacy Arena at the BJCC, the Coca Cola Amphitheater, Protective Stadium, BJCC Concert Hall, over 220,000 square feet of meeting & exhibition space, and City Walk BHAM, a 31-acre public outdoor space with a dog park, pickleball courts, skate park and much more.

The Event Manager is responsible for planning, organizing, executing, and managing assigned events within the Birmingham Jefferson Convention Complex, to include but not limited to coordinating logistical requirements of events, event documents, and operational needs of the client. Resolves complaints and/or disputes involving clients and operating departments within context of facility rules and regulations. Event Managers will facilitate BJCC events to ensure clients and guests have an exceptional successful event.

Essential Duties/Responsibilities:

• Demonstrates an ability to coordinate and liaison with customers and team members to ensure an exceptional event experience.
• Represents the facility to coordinate activities of the operating departments with the client and client's suppliers.
• Acts as the primary on-site facility contact with the client; coordinates and directs operational team members to provide necessary services and equipment to implement client requirements and changes in accordance with BJCC policies; monitors event work orders.
• Initiates, directs and participates in pre-event planning meetings with clients operating departments, reviews event history file information.
• Ensures event floor plans adhere to all fire codes and occupancy codes through coordination with the Birmingham Fire Prevention Office.
• Ability to produce event financial estimates and ensure fee deposit schedules are met.
• Demonstrates ability to produce event financial settlement for show or event per the contractual outline of terms.
• Serves as Manager on Duty for events as necessary, including crowd management duties in other complex facilities for large scale events.
• Serves as a key participant in crowd management of the event related to patron safety and emergency plans as liaison to event promoter in emergency and critical incidents.
• Conducts post-event meetings with the client and operating department to review and discuss services provided.
• Establish and maintain relationships and works constructively and cooperatively with BJCC internal and external partners.
• Proficient conflict resolution skills resolving onsite complaints and disputes within the context of facility policies and procedures and the contract with the client.
• Reviews contracts and operational schedules to ensure the information is correct including dates, times, facilities, and equipment indicated.
• Ability to provide event outlines, drawings, and instructions to clients, client suppliers, and operating departments based on evaluation of event complexity and other characteristics, and evaluation of facility capabilities, regulations, policies, and other circumstances.
• Expertly monitors event requirements as they relate to other scheduled events, activities, and requirements to coordinate with operating department to avoid event conflicts.
• When event conflict arises, the incumbent will work with internal team members and clients to develop and make recommendations to the Director to resolve the conflict in the best interest of the clients and facility.
• Review client's proposed event operation plan, including floor plans. Recommend to the client changes determine to be in the best interest of the client and facility. Direct changes required by facility policies, procedures, and regulations, or by limitations of the facility or operating departments.
• Demonstrates ability to meet deadlines, define, measure, and evaluate operational results. Prioritizes and sets deadlines for one's own work and the work of team members. To ensure a successful event.
• Monitor event progress in accordance with the approved event operation plan, including floor plans, to ensure compliance. In the event of noncompliance by the client, determine whether the noncompliance is material and coordinate required corrections with the client or client supplier; recommend appropriate action to the Director of Convention Services if correction of the noncompliance is not achieved.
• Ability to develop and execute persuasive written and verbal communications, for planning and coordinating operational activities, crowd management, event services, contract services, etc.
• Inspect facilities to ensure they are being maintained properly for events.
• Ensures all invoicing information pertaining to assigned event is accurate and complete and provides such information to the billing office.
• Skillfully prepares professional presentation, spreadsheets and documents.
• Directs last-minute adjustments in room or equipment set-ups at the request of the client or to assure compliance with safety measures; prepare accurate statement of additional charges.
• Such other duties, functions, and special projects as assigned by the Director of Convention Services.
• Demonstrates an advanced proficiency to use a range of current and modern job-related equipment, computer hardware, software applications, especially Microsoft Office for project management, and industry best practices.
• Performs other duties as required.

Competencies: Accountability, Interpersonal Skills, Customer Service, Communication, Active Listening, Conflict Management, Technical Skills, Financial Administration, Decision Making and Judgement, Problem Solving, Results Driven, Delegation, Business Alignment, Teamwork, Organizational Skills, Program Management, Fiscal Accountability and Training and Development.

Work Environment: This position may have a moderate to extensive stress level associated with dealing with crowds of public visitors. The environment is mainly indoors, however position may be required to work outdoors and exposed to the elements (heat, rain, etc.).

Physical Demands:

Position requires lifting, climbing, carrying, bending, stooping, squatting, and kneeling for extended periods of time. Extensive walking and or standing. Ability to lift up to 30lbs items with or without assistance, while maintaining good balance. Must be flexible enough to reach above shoulder level and be able to push and pull for brief periods of time. Visual acuity, speech recognition, and speech clarity.

Position Type/Expected Hours of Work: This is a full-time position; hours of work must be flexible and varied to meet the demands of the events of the facility. Must be able to work extended and/or irregular hours including day, nights, weekends, and holidays, as needed.

Required Education and Experience:

• Minimum of two (2) years related knowledge, experience, and skills in the hospitality industry, preferably as a meeting planner or event coordinator.
• Bachelor's degree from an accredited college or university with emphasis in hospitality management, business management, public administration, or a related field.
• Industry certification(s) strongly preferred: Certified Meeting Professional (CMP), Certified Special Events Professional (CSEP), Certified Government Meeting Professional (CGMP), Certification in Meeting Management (CMM), Certified in Exhibition Management (CEM), Certified Event Planning Specialist (CEPS) or equal certification.
• Valid State of Alabama Driver License.

Additional Eligibility Qualifications:

• Knowledgeable of established safety practices and applicable fire codes pertaining to public facilities.
• Ability to coordinate, analyze, work independently, observe, make decisions, and meet deadlines in a detail-oriented manner.
• Ability to demonstrate critical thinking, time management, and deductive reasoning skills.
• Anticipates problems and implements corrective actions.
• Maintains effective relationships with public, promoters, management, BJCC partners and employees in a courteous and diplomatic manner.
• Ability to read, analyze, and interpret general business documents, governmental regulations, read and understand blueprints and schematic designs, floor plans, etc.
• Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, and percentages.
• Ability to understand oral and written instructions in English.
• Excellent oral communication, written communication, fluency in English, public speaking, active listening.
• Strong conflict resolution skills required.
• Exceptional attention to detail and observational skill.
• Proficient in Microsoft Office software, to include Outlook, PowerPoint, Word, Excel, and TEAMS.