Events Associate

Milander Center Events And Operations Associate

Salary Range: $34,492.64 - $69,440.54

Distinguishing Characteristics Of Work

Under the overall direction and supervision of the Director of Special Events and the immediate direction of the Milander Center Events and Operations Manager, the Milander Center Events and Operations Associate performs a variety of event, facility, operational, and customer service functions in support of the daily operations and successful execution of events at the Milander Center for Arts and Entertainment, a division of the Special Events Department. The position is responsible for assisting with event setups and breakdowns, monitoring facility conditions, supporting event clients and vendors, maintaining event equipment and meeting spaces, and ensuring that facility policies, safety requirements, and operational procedures are followed. The employee is expected to exercise sound judgment, demonstrate initiative, identify operational needs, and assist in resolving routine event and facility issues.

Essential Examples Of Duties

The following illustrates examples of some of the essential duties and responsibilities of the Milander Center Events and Operations Associate. There may be other essential functions, not listed below, in order to accomplish the tasks as presented by the Supervisor.

• Assists with the preparation, setup, execution, and breakdown of events, programs, meetings, performances, rentals, and other activities held at the Milander Center and, as assigned, other City locations.
• Reviews room diagrams, event schedules, and other event-related information to ensure functions are properly prepared according to client and facility requirements.
• Sets up and breaks down meeting rooms, event spaces, ballrooms, theaters, and other facility areas in accordance with established room-set standards.
• Cares for, operates, moves, and maintains event setup equipment, including but not limited to tables, chairs, risers, dance floors, podiums, staging components, and meeting room equipment.
• Applies appropriate techniques for efficiently setting various room configurations and event layouts.
• Assists with the coordination of event-related operational needs and communicates with City personnel, facility partners, clients, vendors, and contractors as necessary.
• Provides professional and courteous customer service to event clients, guests, vendors, and visitors.
• Assists clients with routine event-related requests and communicates special needs or concerns to the appropriate supervisor.
• Monitors assigned events and assists in addressing client and operational needs during event activities.
• Ensures event clients, vendors, contractors, and other facility users adhere to established Milander Center facility guidelines, policies, procedures, and safety requirements.
• Assists with monitoring vendors and contractors to ensure services are performed in accordance with facility requirements and approved event arrangements.
• Conducts routine inspections of event spaces before, during, and after events to identify cleanliness, setup, maintenance, safety, security, or operational concerns.
• Ensures meeting rooms and event spaces are clean, neat, organized, properly equipped, and ready for scheduled activities.
• Performs event room clean-out procedures and ensures excess equipment, materials, trash, and other items are removed following events.
• Moves, organizes, and properly stores tables, chairs, risers, staging equipment, and other facility equipment.
• Maintains storage areas in a clean, orderly, and organized condition.
• Ensures equipment is properly stored, secured, and maintained to protect City property and promote an efficient work environment.
• Ensures lights are turned off and doors are closed and secured in rooms and areas that have been prepared for future events, as appropriate.
• Maintains cleanliness of restrooms during events, including replenishing toilet paper, hand towels, and other necessary supplies.
• Assists with maintaining the overall cleanliness, appearance, safety, and readiness of the Milander Center, including routine cleaning, painting, touch-ups, minor repairs, preventative maintenance, and general facility improvements.
• Identifies and promptly reports maintenance, safety, security, facility, or equipment concerns to the appropriate supervisor.
• Assists with basic operational troubleshooting and problem-solving during events and escalates issues when necessary.
• Assists with event-related inventories and ensures event equipment, furnishings, and supplies are available, properly maintained, and appropriately stored.
• Assists with opening and closing procedures related to events and facility operations, as assigned.
• Provides operational support during high-volume events, performances, meetings, rentals, and City-sponsored activities.
• Assists with coordinating transitions between events and ensures event spaces are prepared within established timelines.
• Works cooperatively with other Milander Center Events and Operations Associates, Service Workers, City departments, and facility partners to accomplish event and operational objectives.
• Communicates changes, special requests, operational concerns, and other event-related information to the appropriate supervisor or personnel.
• Maintains awareness of scheduled activities and adjusts operational priorities as needed to support the successful execution of events.
• Assists with Department of Special Events community events and other City-sponsored activities, as assigned.
• May be required to work at locations outside of the Milander Center in support of Department of Special Events operations and events.
• Upholds all City of Hialeah policies, procedures, rules, regulations, safety standards, and risk-management requirements.
• Promotes and maintains a safe, professional, clean, and welcoming environment for clients, guests, employees, vendors, and visitors.
• Performs other related duties and responsibilities as assigned.

Knowledge, Skills, And Abilities

• Knowledge of general event operations, facility setup, room configurations, and event service procedures.
• Knowledge of proper handling, movement, storage, and care of tables, chairs, risers, staging equipment, and other event-related equipment.
• Knowledge of basic safety, sanitation, housekeeping, and risk-management practices.
• Ability to communicate effectively, both orally and in writing.
• Ability to provide professional and courteous customer service to clients, guests, vendors, City personnel, and the general public.
• Ability to understand and follow specific oral and written instructions.
• Ability to read and interpret room diagrams, event schedules, banquet event orders, and other event-related documents.
• Ability to prioritize and organize multiple tasks in a fast-paced event environment.
• Ability to work independently and exercise sound judgment within established guidelines.
• Ability to identify routine operational problems and assist in developing practical solutions.
• Ability to establish and maintain effective working relationships with clients, coworkers, supervisors, vendors, contractors, City departments, and the general public.
• Ability to work effectively as part of a team and provide operational support during large-scale and high-volume events.
• Ability to maintain attention to detail and ensure event spaces are properly prepared, maintained, and restored following events.
• Ability to adapt to changing event schedules, client needs, operational priorities, and work assignments.
• Ability to work flexible schedules, including evenings, weekends, holidays, and extended hours as required by event schedules.
• Ability to safely perform significant physical activity, including walking, moving, climbing, carrying, bending, kneeling, crawling, reaching, sitting, standing, pushing, and pulling.
• Ability to lift, carry, move, and properly position objects and equipment weighing up to 50 pounds, with or without reasonable accommodation.
• Ability to work in environments involving varying temperatures, noise levels, lighting conditions, and large crowds.

Physical Requirements

The following are some of the physical requirements associated with this position. Reasonable accommodation may be made by the City to enable an individual to perform the essential duties/functions of the position.

• Must have the use of sensory skills in order to effectively communicate and interact with other employees and the public through the use of the telephone and personal contact.
• Physical capability to effectively use and operate various items of office related equipment, such as, but not limited to, personal computer, calculator, copier, and fax machine.
• Work involves working indoors and outdoors in inclement weather conditions.
• Work involves sitting and standing for long periods of time.
• Work involves frequent typing, walking and bending, lifting and stooping for short periods of time.
• Must be able to lift and/or carry weights of up to 30 pounds.