EVENT SETUP ASSISTANT (Cedar Lakes Conference Center, Ripley, WV)

                                                                                      Position Description
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Job Title:  Event Setup Assistant
Division:  Cedar Lakes Conference Center
Headquarters:  Cedar Lakes Conference Center, Ripley, WV
Reports To:  Facilities Manager
Supervisory Responsibility:  None
FLSA Status:  Non-Exempt

Nature of Work:
An Events Setup Assistant is a professional in the conference hospitality and event industry who, under general supervision, supports all scheduled event types at Cedar Lakes Conference Center. They assist in the overall logistical setup and conversion of buildings and meeting spaces. This individual is responsible for the setup and tear down of tables, chairs, staging, dance floor, and other equipment according to the room diagrams and event layout sheets correctly, accurately, and within the time constraints allotted. After the event, the individual ensures all equipment and supplies are inspected, cleaned, and returned to the proper storage areas.

Examples of Work:

• Works directly with Reservation and Facilities Managers to ensure all daily and weekly building needs are identified and is responsible for ensuring that facilities are fully operational, and properly cleaned and maintained for hosted events, all of which contribute to a satisfying client experience.
• Reads and properly interprets instructional guidelines and the needs of each scheduled event.
• Sets up tables and chairs in meeting space conducive to needs of client (lecture, classroom, boardroom, hollow square, banquet, or ‘special’ style). Could include multiple setups daily.
• Set up, tests, instruct client in public address system and other audio-visual needs as outlined in contracts.
• Inspects room prior to client event to ensure lighting and temperature are appropriate for the event/meeting. Assist maintenance by identifying and reporting issues.
• Ensures the facility is properly cleaned and sanitized prior to and after every event to include any appliances (microwaves, refrigerators).
• Regularly removes trash from building ensuring no material or residue is left on floors, walls, or receptacles at any given time.
• Cleans and restocks bathroom prior to each client’s use. Maintains cleanliness in all event spaces including hallways and other common areas and keeps service corridors and storage areas clean, organized, and unobstructed at all times.
• Works with food services staff to set up food tables, linens, and catering equipment when needed.
• Assembles pipe-and-drape, portable stage and bleachers, tents, dance floors, and other equipment when required.
• Assists clients with moving and carrying equipment or props into space when requested.
• Performs scheduled deep cleaning when facilities are not in use by stripping, waxing, and buffing floors, running pressure washer to clean exterior of buildings, paint walls.
• Make minor repairs to sinks and toilets and other items identified to improve the safety and comfort of guests and clients.
• Conducts routine facility maintenance assessments of buildings and equipment to ensure proper departments are notified of damage and inoperable or missing items.
• Assists other facility sections when needed.
• Collaborates with temporary staff to ensure completion of daily tasks.
• Other duties as assigned.

Working Conditions:
Indoor/Outdoor – work involves moderate to heavy work in all types of weather. This position will require an individual to be able to work both indoors and outdoors for specific events/functions. May be required to work a non-standard schedule based on business needs.
Physical Demands – there is a frequent need to stand for long periods, stoop, walk, lift heavy objects up to 50 pounds and perform other similar actions during the course of the workday.

• Travel up and down stairs unassisted, sometimes carrying objects.
• Push, pull, and otherwise move large, heavy items with the use of moving equipment.
• Move in awkward, small, or restricted spaces.
• Ability to operate certain equipment – pressure washer, stripper, buffer, vacuum, steamer, and other cleaning equipment.
• Use moving equipment (rolling boards, pallet jacks, etc.).
• Hazards – Position does require the use of cleaning agents to include bleach, stripper, wax, disinfectants. Must have knowledge of proper use of products. (Ability to read MSDS sheets and follow instructions for use of product).
• Travel – minimum travel requirements.

Knowledge, Skills, and Abilities:

• Ability to provide positive and professional hospitality services to our clients and their guests.
• Ability to follow written and verbal instructions.
• Ability to troubleshoot problems and facilitate resolutions.
• Ability to recognize and respond to emergencies.
• Ability to assist fellow staff members and work with others as a team.
• Must be self-motivated and take initiative; increase ability to troubleshoot and problem solve independently with little or no oversight from management.
• Must have the knowledge and ability to set up projectors, televisions, speakers, through the use of wireless and wired connections.
• Experience setting up and tearing down events: from intimate dinners to large-scale events.
• Work efficiently to meet deadlines, manage multiple tasks and priorities and be adaptable to changing event requirements.
• Attention to detail.
• Must be willing to work weekend shifts.

Minimum Qualifications:
Education:  High School diploma or GED and be able to read and write at a level necessary for successful job performance.
Experience:  A minimum of 3 years of convention center, hospitality, or service-related field experience in a fast-paced environment. Hospitality and Customer Service experience preferred. Experience setting up event equipment preferred. Experience with event operations for a large-scale multi-function event complex preferred.

Additional Requirements:

• Valid driver’s license is required.
• Satisfactory completion of pre-employment drug testing.
• Satisfactory completion of pre-employment law enforcement background investigation, including DMV records.
• Must maintain a positive image of the Commissioner, West Virginia Department of Agriculture.