Job Description
Job Description
The Theater Event Services Manager is the main event contact for assigned events within the four Team San Jose Theaters (California Theatre, Center for the Performing Arts, Montgomery Theater and San Jose Civic), and collaborates with other departments to plan and coordinate events that increase economic development and Team San Jose’s performance objectives. This professional must have superior communication and follow-up skills, and be a dedicated team player.
POSITION RESPONSIBILITIES
- Responsible for working with the client and event planners in coordinating details for a concert performance.
- Meet and confer with clients on facility capabilities, required permits, company policies and procedures, health and safety issues, and crowd safety measures, and determine event costs and final settlement.
- Prepare event budgets, monitor event expenditures, produce revenue projections, and perform revenue analysis.
- Assist with advance Client Meetings and site inspections prior to contract confirmation
- Submit Contracts and proposals to clients as directed by supervisors or sales agent
- Provide timely and detailed flow of information (communication) to all departments and department heads relevant to the needs and requirements of upcoming and in-house groups.
- Serve as liaison between TSJ Theaters and City Services such as Police, Fire, Health and Traffic Departments.
- Maximize revenues for each event through up-selling techniques.
- Prepare event resumes and banquet work order reports for all Theater events within EBMS system.
- Create profitable menus and distribute client expectations to Food and Beverage Departments.
- Coordinate with F&B management to ensure menu selections are created for the crowd and stocked appropriately.
- Coordinate Catering support services (flowers, entertainment, decoration, A/V, etc…) to provide complete client satisfaction
- Direct and provide leadership of event personnel.
- Assess preparedness for events through routine inspections, double-check all function arrangements against specifications of client, and address issues as they arise.
- Ensure Front-of-House policies and procedures are adhered to.
- Ability to administer and negotiate contracts with service subcontractors.
- Prepare event reports as needed.
- Works closely with the TSJ Accounting Department to ensure billing is approved and set-up according to meeting planners and events specifications
- Upon the conclusion of event:
- process a survey evaluation request to meeting planner, promoter or client
- review final bill
- Oversee theatre venue during show times. Available on site during throughout the show.
- Assist with counting in and settlement of tour merchandise.
- Check the Marquee for accuracy (event name & spellings) minimum 48 hours before the scheduled event at the Theater.
- Attend Weekly Theater Team and Event Services meetings
JOB REQUIREMENTS
- 4+ years of supervisor, catering, event/operations and superior customer service management experience in a comparable position.
- Ability to demonstrate excellent diplomacy and work collaboratively with artists, agents, other departments and constituents.
- Ability to multi-task, strong project management skills, and a team player.
- Desire to thrive in a fast paced environment with ultimate career growth.
- A Bachelor’s degree in business management, theater management, music, or hospitality or arts administration is highly desirable.
- Knowledge of events that take place and terminology used in event coordination.
- Ability to work nights and weekends as well as travel.
- Food and Beverage Knowledge
- Hospitality/Event Related Experience running event
- Impeccable customer service skills
- Experience in problem solving and proactive planning
- Flexibility in work schedule, job requires long hours sometimes, weekends, evenings
- Theatre and Music Production experience a plus
- Ability to negotiate and administer contractual agreements.
- Exposure to handling entertainers
- Knowledge of labor negotiation practices and standards
Team San Jose is an equal opportunity employer.