Community Engagement Manager

Employment Status: Salary, Non-Exempt

Position Summary:

Position is responsible for the marketing, coordination, and production of building and tenant events from conception to execution. Responsibilities include:

• Phenomenal customer services provided to Tenant contacts and prioritization of Tenant Relations
• Building amenity facilities
• Concierge Services
• Sponsoring, advertising, and co-hosting building/tenant events
• Building newsletter, app, social media platforms, and other tenant marketing asset management
• Exhibitions and Fairs (i.e. health/wellness, sustainability, transportation, job etc.)
• Festivals (i.e. food, music, arts, etc.) hosted by the building
• Fundraising and Not-for-Profit Events hosted by the building
• Promotion and Product Launches
• Television and Movie Location Productions – needs will vary per location
• Social and Real Estate Industry Events
• Art Installations – needs will vary per location
• Photography Shoots – needs will vary per location
• Civic and Community Organizations Partnerships

The role of this position is hands-on and an extension of the Building Management Team, reporting to the General Manager of the Buildings or Director of Events, depending on location. They must be able to complete a wide range of activities requiring clear communication, excellent organizational skills, and attention to detail. They must work well under pressure, ensuring the smooth and efficient running of an event and/or activation. They must be able to anticipate project needs, discern work priorities, and meet deadlines with little supervision, manage annual tenant relations budget staying within financial limitations and be willing to work occasional evenings and weekends. This individual should have a love for providing excellent customer service, special event management, provide outstanding customer service, be an ambassador of the Zeller brand, and be able to build relationships with former, current and future clients.

Essential Duties:

• Liaising with tenants for use of building Amenity areas (specifically; Conference Center, Fitness Center, Tenant pre-function areas, game rooms and lobbies).
• Communicate details to Property Management staff regarding setups, services, equipment needs, catering needs, HVAC and the scope of work that is to be provided for each specific meeting.
• Assist with audio visual and technology issues and be the subject matter expert on the building technology offerings.
• Be present at before and after-hours events and flexible with working hours, as needed, and based upon demand and use of the amenity areas.
• Ensure timely response to email and voicemail requests with regard to Amenity bookings. Often including coordinating in person meetings with clients, caters, and other vendors.
• Coordinate with room setups and catering setups for upcoming events and bookings.
• Track and record daily conference room and building common area expenses.
• Provide AV technical support to Conference Center users to ensure a high level execution for executive and all tenant meetings.
• Track and record monthly conference center and additional amenity spaces income, expenses, number of attendees, number of events.
• Manage, educate and enhance tenant relations program offering best in class service, continuity and seamless integration with all property amenities and between properties.
• Researching markets to identify opportunities for events/activations;
• Liaising with clients to ascertain their precise event/activation requirements;
• Preparing detailed responses to RFI’s (i.e. timelines, physical size/location,
• legal requirements, etc.);
• Securing, booking and planning multiple events/activations at a time to maximize full use of property and amenity spaces;
• Ensuring insurance, legal, health and safety obligations are adhered to (have a full understanding of Rules/Regulations and insurance requirements for the use of the property);
• Ensuring property legal documents/license agreements are fully executed to protect property;
• Coordinating client’s caterers, designers, contractors, equipment installers, with respective building staff departments (i.e. janitorial, security, engineers, management, etc.);
• Organizing potential car parking, traffic issues, security, first aid, hospitality and media;
• Coordinating building staffing requirements and preparing building staff briefings;
• Liaising with marketing and PR colleagues to promote events;
• Coordinating suppliers, handling client queries and troubleshooting on the day of load-in and on the day of the event/activation to ensure that all runs smoothly;
• Overseeing the dismantling and load-out of the event and clearing the plaza efficiently;
• Promoting the property’s retail tenants when appropriate, to provide services (i.e. food, beverage, etc.) to clients, creating collaborative relationships for future use;
• Assisting with preparing the annual budget and provide periodic progress reports to Building Management throughout the year;
• Tracking of each event finances including invoicing, check receipts, and reporting;
• Coordinating appointments and site visits to the property and escorting the clients during their walk through of the building;
• Maintaining the building Events Calendar;
• Collaborating with the General Manager, Asset Manager and In-House Legal Counsel any unique terms and conditions of the License Agreement outside of the standard agreement; – needs will vary per location
• Preparing and modifying the License Agreement (terms/conditions, logistics and fee) for each building event as requested/agreed upon by Senior Management; – needs will vary per location
• Preparing post-event evaluations (i.e. recording data information on media and/or marketing company whose clients are accessing the plaza use); – needs will vary per location

Duties and Ancillary Responsibilities include the following:

• Creating a menu of services that can be offered to clients for an additional fee (i.e. preparing event permit applications, liaising with the City of Atlanta and other related municipalities to assist with the safe and secure expedition of events, signage promotions etc.); and, managing those additional services;
• Assisting the Building Management Team as needed in various support roles (i.e. answering phones, special project collaborations, administrative and managerial tasks, etc.);
• Assist the Building Management Team in leasing showings, coordinating special requests and procure materials as needed.
• Serve as liaison between construction management, leasing team and property management as needed.
• Attending Building Staff Meetings and Asset Meetings;
• Planning building Tenant events that may include use of the common areas permitted to be activated and occupied for use;
• Create consistent branding across properties to ensure seamless integration with all property amenities – needs will vary per location.
• Coordinate and implement experience design and functionality of the property amenities. Implement and utilize Angus software to enhance tenant scheduling experience of the amenities.
• Coordinating other ZRG properties Tenant Events, Staff Appreciations, etc., at property.
• Assist General Manager or Director of Events with vents, activations, filming, installations, photo shoots and other plaza activities as needed.

Qualifications and Experience:

• Excellent communication skills, including writing, proof reading skills, and speaking.
• Ability to manage multiple projects and work assignments from a variety of staff and clients.
• Excellent interpersonal skills both in person and by phone, with high professionalism.
• Ability to accomplish projects with little supervision.
• Fantastic customer service ethics and high expectations for quality.
• Ability to establish relationships with commercial, business, and retail industry associations as well as City Officials, City Municipalities and local governing boards – needs will vary per location
• Bachelor’s degree; plus related event planning work experience preferred.
• 3-5 years of experience in hospitality and managing events.
• Proficient use of the latest versions of Microsoft Word, Excel, PowerPoint, and mail merges; email and web searches; social media platforms such as Instagram, Facebook, and LinkedIn.