Vault Hiring for Event Operations Manager Job at Allentown, PA Full Time

Vault 634 couples the gilded-age opulence of the Historic Lehigh Valley Trust Building with the luxury amenities of a modern venue to create exceptional celebrations. Our team of professionals is dedicated to sharing your vision and exceeding all expectations as we bring your dream event to life.

The Event Operations Manager (EOM) is responsible for managing the operation of a range of different types of events. The EOM schedules event staff, coordinates with Property Management teams to ensure the venue is set up in accordance with the Event Order, and manages the day-of operations of the event.

RESPONSIBILITIES

Operations Administration

• Oversee recruiting, hiring, training, and supervision of all staff including servers, bar, and support staff
• Conduct orientation and training programs for all staff
• Maintain accurate and current plans for event staffing following budget guidelines
• Enforce sanitary practices for food handling, general cleanliness, and maintenance of kitchen and event spaces
• Prepare and deposit daily financial transactions for bar and events (when necessary)
• Prepare an ongoing list of building needs for Property Maintenance teams
• Oversee “cash procedures” and ensure they are adhered to and strictly monitored (including preparation and calculations of beverage bills and cash tills)
• Directly oversee stock control, including ordering, acceptance, maintenance of stock levels, stock rotation and return of any sub-standard items

Venue Coordination

• Maintain maintenance and warranty schedules and coordinate ongoing maintenance (as needed) for all Company equipment
• Regularly coordinate with Executive Chef and other relevant team members to optimize venue operations
• Serve as primary contact with all support vendors (including, but not limited to, Draft, Dempsey, and Cintas) to ensure all contracted services are provided as outlined in respective contracts.

Event Coordination

• Prepare staffing schedules for proper event execution
• Prepare purchase orders for beverages, paper products, and other event items as needed
• Coordinate event setup needs with Company Property Management agent and assist with all setup needs for events, including chairs, tables, linens, dance floor, buffet settings, bar stock, beverage preparation, and public space needs
• Prepare an ongoing list of building needs for Property Maintenance teams
• Communicate and coordinate with culinary and service teams, bartenders, support staff, and event sales team
• Oversee all aspects of operations from venue temperature, A/V, staffing, and service during the event
• Ensure the venue is cleaned properly at the end of the event.
• Ensure all aspects of event plans are followed
• Support all staff throughout the event for any unexpected requests or needs
• Communicate with vendors to ensure a flawless event
• Provide report to the Event Sales team of any changes or concerns regarding the event
• Provide report to Property management in a timely fashion regarding any building concerns, repairs, or needs
• Organizing and ensure cleaning of the venue is handled in a timely fashion
• Report and where needed take action in any incidents of complaint, accident, loss, or damage of either Vault 634 or client’s property
• Ensure client has direct communication at the end of the event for any outstanding needs or concerns

Miscellaneous
Along with the responsibilities outlined in this job description the Event Operations Manager is expected to maintain a good understanding of company regulations and procedures while performing other duties in a professional capacity as assigned or directed. This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

QUALIFICATIONS
Education and Experience

• Minimum of five (5) years of relevant experience in an events-related position
• Four-year degree from an accredited institution in an events-related field (or equivalent events-related work experience).
• Previous experience as an Event Planner or Organizer
• Established portfolio of managed events
• RAMP Certified
• ServSafe Certified
• Current Valid Certification for CPR / First Aid / AED

Competencies

• Proficient with Microsoft Office (Outlook, Word, Excel, and PowerPoint)
• Proven negotiation skills
• Ability to proceed independently
• Political and cross-cultural awareness
• Ability to work nights, weekends, and holidays (in preparation for, during, and after events)

Core Traits

• Strong attention to detail and unwavering commitment to quality
• Outstanding organizational and time management skills
• Analytical mindset with the ability to solve problems proactively and efficiently
• Excellent interpersonal skills and ability to communicate effectively across all mediums
• Natural desire to serve clients and create a dynamic end-user experience
• The ability and willingness to accept changing priorities and assume different or additional responsibilities based on the needs of the organization

WORK ENVIRONMENT
While performing the duties of this job, the employee is frequently exposed to the conditions of a standard full-service event venue, which includes both a kitchen and a bar. The noise level in the work environment can be moderate to loud.

While performing the duties of this job, the employee is regularly required to talk and hear. This position is very active and requires standing, walking, bending, kneeling, stooping, and crouching. The employee must frequently lift and/or move items over twenty-five (25) pounds.

Job Type: Full-time

Pay: $55,000.00 – $65,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Weekend availability

Ability to commute/relocate:

• Allentown, PA 18101: Reliably commute or planning to relocate before starting work (Required)

Education:

• Bachelor’s (Preferred)

Experience:

• Events management: 5 years (Preferred)

Work Location:

• One location

Work Remotely:

• No

Work Location: One location