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Job Board

Logistics Manager – Event Services

Denver Center for the Performing Arts

Denver
Full Time
Posted October 8, 2021
Company Overview

The Denver Center for the Performing Arts (DCPA) is one of the largest non-profit theatre organizations in the nation, presenting Broadway tours and producing theatre, cabaret, musicals, and innovative, immersive experiences. Last season the DCPA engaged 892,000 visitors and generated nearly $131 million economic impact in ticket sales alone. Additionally, DCPA Education engaged nearly 142,000 students of all ages through classes, in-school programs, and student matinees.

“We engage and inspire through the transformative power of live theatre.”

 

Culture Statement 

For more than 40 years, creativity and community have been the foundation of the Denver Center for the Performing Arts’ success. As a leading cultural organization in the Rocky Mountain West, we are actively participating in a cultural evolution of belonging and anti-racism. Our commitment to reflect the diversity and priorities of our community — in our workplace, audience and programming — has never been more present.

We believe that the theater can transform us — and be transformed by us. We invite you to be part of our Team.

 

Job Purpose

The Logistics Manager, Event Services reports to the Event Operations Manager – Event Services and is responsible for ongoing monitoring and development of best practices for the Event Service’s back of house facilities and vendors. Managing day-to-day operations, ensuring quality expectations and shared responsibilities are met for vendor partners: including the event service’s preferred caterers, exclusive beverage distributor, equipment rentals partner and laundry provider. The Logistics Manager, Event Services will also manage a team of part time staff for room conversion, set-up and strike.

Responsible for supervising the event’s loading-dock, kitchen and designated catering work areas. Managing logistic aspects of scheduling for event support staff and vendors, establishing event-day point of contact and delivery windows.  This position requires a high attention to detail as it coordinates shared access times for load-in/load-out while setting expectations and monitoring vendor staff conduct & teamwork. This position will partner with Event Managers from event conceptualization to day-of management to ensure all expectations are met.

Duties and Responsibilities

Primary Responsibilities:

Pre-Event Operations

  • Establishes and supports back of house operations goals and prioritize plans as needed to accomplish successful partnership with vendors.
  • Conscientious of DCPA operational practices & procedures to protect DCPA facilities, assets and equipment.
  • Identify all aspects of event risk assessment and understanding of crisis management planning strategies.
  • Responsible for hiring and managing event room-conversion part-time staff and scheduling in partnership with the Event Technical Director.
  • Continued development and support of vendor partner onboarding practices that ensures a strong understanding of DCPA best practices, conduct expectations, health & safety policies and emergency procedures.
  • Facilitates venue walk-throughs with vendor partners prior to event date to review delivery location, load-in windows and parking options.
  • Partnering with Event Managers to confirm scheduling and load-in/load-out windows for catering loading dock that coordinates with multiple vendors.
  • Coordinating permitting as needed for F & B operations, kitchen, parking, etc.
  • Partnering with Event Managers to produce accurate event outlines and timelines that are approved by clients.
  • Advanced planning and scheduling for future event planning needs and deadlines.
  • Supports the event timeline and acts as liaison to vender partners to coordinate Event Manager & client expectations.
  • Communicates post-event strike, cleaning and pick-up expectations to vendor partners in anticipation of future events to ensure a smooth transition for future vendor use.
  • Assist leadership in understanding event’s ever changing needs, finding opportunities to exceed expectations and improve efficiencies in order to grow the customer experience.

        Event-Day Operations

  • Supervises all kitchen and loading-dock related equipment as necessary and communicates when equipment may need attention or has malfunctioned.
  • Supervises daily event Food & Beverage (F & B) operations and compliance with best practices, policies and procedures.
  • Fosters innovation and creativity towards problem solving in real-time, prioritizing excellence in customer service.
  • Understanding the Event Manager position in order to offer support as needed.
  • Patience and the ability to remain calm in stressful situations.
  • In the event of a crisis, emergency or fire alarm, assist the Crisis Team Leader (Event Manager) with any event communications and possible evacuation of the event space as needed.

Administrative and Team Support

  • Conduct post-event debriefing sessions that provide event analysis, budget recaps and client feedback.
  • Partner with Event Managers on post-event reports, and financial reports as needed.
  • Execute all necessary follow-up with inner-department teams, sub-contractors and vendor partners.
  • Establish and maintain accurate vendor database in Event Operating Software (currently EMS).
  • Coordinates additional cleaning or maintenance in loading-dock, kitchen and designated catering work areas as needed, identifying trends and making recommendations for improvements.
  • Support of Staff Scheduling.
    • Assist staffing for Coat Check, Security and Firefighter as needed.
    • Collaborate with the Technical Director & Technical Manager on Technical staff needs.
    • Liaison to Engineering (HVAC), Maintenance, House Management and IATSE labor as needed.
  • Establishes and maintains an open and collaborative relationship with all employees and vendors.
  • Attend weekly Event Production meetings to review all event details for upcoming events and recap past week’s events.
  • Assist to manage and train event interns, growing their knowledge of the event industry, vendor relations and logistical planning.
  • Strong computer skills, with advanced knowledge of Microsoft Office, including Excel, Word, PowerPoint and Outlook.
  • Experience on EMS and VectorWorks helpful.

 

Secondary Responsibilities:

Relationship Management & Sales

  • As the staff/ vendor liaison and primary vendor partner contact – excellent listening and communication skills are a must. Builds partnership, trust, respect and cooperation among inner-departmental team members and vendor partners is essential.
  • Proven ability to collaborate in a team setting, to develop effective and engaging events that achieve client goals within set budget.
  • Work closely with event services leadership team, committees and staff to obtain and detail accurate events specifications and work to exceed those expectations.
  • Negotiate agreements with outside providers and subcontractors to ensure lowest cost and highest quality of service.

Qualifications

  • Degree in Operations, Business Management or equivalent.
  • A minimum of five years of experience in events or related field is required.
  • We seek dynamic, motivated individuals with excellent communication (written, verbal and platform) and interpersonal skills.
  • Exceptional customer service.
  • Professional appearance and personable demeanor are required.
  • An emphasis on accuracy and thoroughness with business acumen; supported by skills in critical thinking and a proactive approach to problem solving.
  • An ability to work a flexible schedule is needed, including nights and weekends. This position requires self-motivation, organization and strong project management skills. As the Logistics Manager, Event Services you will be responsible for overseeing event support staff and vendor back of house operations.

Supervisor Responsibilities

4-8 Part Time Room Conversion staff members.

 

Working Conditions

This position operates in a professional office and events/ballroom environment during regular business hours in addition to nights and weekends.  This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines, in addition to technology specific to this role.  The possibility of operating in a remote environment on certain days may be an option.

 

Physical Requirements

While performing the duties of this job, the employee is regularly required to talk or hear, and consistently communicate over the phone, email and in person throughout scheduled shift, in addition to spending long/extended periods in motion.  The employee frequently is required to move around the office and work environment, use hands to handle or feel; and reach with hands and arms, lift at least 50 pounds, and react quickly, specifically when directing attendees as mapped out in emergency plan.

 

PLEASE NOTE:  The Denver Center for the Performing Arts has implemented a COVID-19 requirement, all employees must be vaccinated and present proof of their vaccination. 

Benefits

Full time positions include the following benefits:

Medical, Dental, Vision, Disability, Flexible Spending Accounts, Life Insurance and Pet Insurance

401k Plan with employer contributions

Time off benefits including personal days, sick days, vacation days and 10 paid holidays.

In order to provide high quality, culturally competent care to our patrons, students, guests and team members, it is of highest importance that our hiring practices reflect our values by offering an environment that celebrates diversity and embraces inclusion. All of our team members – regardless of race, ethnicity, sexual orientation, gender identity, age, language, abilities/disabilities, socioeconomic status, geographic region, or other defining characteristics – should feel welcome and valued. 

Compensation: $65,000-$72,000

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