Manager, Event Logistics

Description

PRINCIPAL FUNCTION: The Manager of event Logistics implements processes and practices across the organization. The specific duties of the Manager of event Logistics include formulating strategy, improving performance, procuring material and resources, and securing compliance. The manager acts as a liaison between the Special Events Department and all other departments. 

Ensures events have a seamless turnover from sales to execution back to sales. Recognizes opportunities to maximize revenue by up-selling and offering enhancements to create outstanding events. This is an onsite position with some flexibility as appropriate to cover all events.

RESPONSIBILITIES:

Managing Event Logistics

• Oversee all logistical aspects of events (single and/or multiple events per day) 
• Direct and manage daily operations and ensure the Garden’s high standards of service and quality are met or exceeded. 
• Manage a team of Events Associates, Event Experience Coordinator, and Event Operations that support the execution of successful events.
• Responsible for hiring and the onboarding process for Event Operations, Event Experience Coordinator, and Event Associates 
• Process payroll for Event Operations, Event Experience Coordinator and Event Associate 
• Audit Special Events schedule from a departmental perspective to ensure proper staffing is in place.
• Monitor employee records to minimize overtime and keep labor costs within budget. 
• Serve as administrator of Salesforce/Amadeus and Prism
• Communicate all department guidelines and processes with the Special Events Team
• Facilitate Special Events Operations, weekly meetings, and event reviews as needed
• Event Coordinator for all internal events and Gardenwide Events
• Monitor future booking volume and trends and communicate with leadership 
• Develop vendor agreements and informational documents with the Sales Manager 
• Serve as primary contact for all Garden-approved caterers and contracted vendors
• Delivers additional detail and provides any clarification to Garden event execution staff before the event date
• Coordinate with security and transportation providers. 
• Ensure compliance with local regulations and standards. Handle any logistical challenges that arise during the event.
• Adheres to all Garden and department standards, policies, and procedures. 
• Performs other duties as assigned to meet business needs. 

Ensuring and Providing Exceptional Customer Service

• Delivers excellent customer service throughout the planning process
• Coordinates and communicates event details verbally and in writing, exemplifying the highest level of customer service
• Uses personal judgment and expertise to enhance customer experience at each step of the process
• Along with the Sales Coordinators, follows up with client post-event and ensures survey is distributed
• Along with the Sales Coordinators, responds to client concerns and stays available to troubleshoot day-of happenings with Garden event execution staff
• Emphasizes guest satisfaction during all departmental meetings and focuses on continuous improvement. 

Requirements

REQUIREMENTS: To narrow down our search and applicant pool, we require that ALL candidates meet the following necessary qualifications to apply:

• Experienced (2-4 years) in event management or related professional area or 2-year degree from an accredited university in Hotel and Restaurant Management, Hospitality, Business Administration, or related major
• At least 1 year experience working in Delphi, CI-TY, or other event booking software.
• Excellent client and customer service skills; must manage several projects at once, lead by example, and direct employees in a fast-paced environment. 
• Exceptional time management skills and adaptability to pivot/change in a fast-paced environment.
• Demonstrate excellent leadership, organizational, and time management skills.
• Ability to communicate confidently and professionally with vendors and clients
• Required to work some holidays, nights, and weekend hours.  
• Very responsive via email, text, and phone
• Strong leadership and project management skills with the ability to manage multiple projects simultaneously.
• A strategic thinker, strong communicator, and relationship builder with a proven track record of managing events of varying scales.
• A customer-oriented attitude, always thinking about the customer experience while planning and executing events.
• Proven ability to work effectively across the entire lifecycle of event execution, from creative vision to rapid development and seamless execution

PHYSICAL REQUIREMENTS:

• Standing and walking 60% of the time. 
• The position routinely requires the ability to lift up to 20 pounds.  
• Must be able to work outside in the elements, including all seasons 

The above job duties and responsibilities describe the general nature and level of work for employees in this position, but this is not intended as an exclusive or all-inclusive inventory of all duties required of employees in this job.

It is the policy of the Atlanta Botanical Garden to provide equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law. In addition, reasonable accommodations will be made for qualified individuals with disabilities.