Event Technician Coordinator

Summary: Provides daily operational oversight to the Garden’s Event Production team; leads the installation, maintenance, and strike of contents and materials to execute the Garden’s signature events.

Essential Duties and Responsibilities:

• Provides daily operational oversight to the Event Production team members.
• Approximately 60% of role is performing production tasks, 20% is scheduling and aligning resources, 20% ordering and researching event products and materials.
• Manages outside production contracts to align with Garden event needs.
• Plans production and staffing schedules related to event installation, maintenance and strike for Garden Glow, Japanese Festival, Chinese Culture Days, and Best of Missouri Market and other signature events.
• Builds positive working relationships with local labor providers and coordinates additional manpower as needed to execute production schedule and negotiates labor rates to meet budget.
• Coordinates scheduling of all deliveries associated with event timelines.
• Collaborates with multiple departments around the Garden to ensure production schedule fits within the Garden activities calendar.
• Identifies and pursues refurbishment possibilities of Garden owned event materials and develops a strategic plan for long term health of equipment.
• Works closely with the Gardens public events team, volunteers and contract labor to execute signature events and exhibits. (Must be able to work nights, weekends, and holidays as necessary).
• Coordinates and communicates relevant information to proper Garden staff on contractor work being conducted in association with event production schedule.
• Creates daily maintenance reports and coordinates repairs associated to action items in the report.
• Conducts maintenance and refurbishment to all materials as needed
• Oversees inventory and inventory records of all event related materials within the warehouse. Keeping accurate inventory of all materials.
• Adhere to, support and implement all Garden policies and procedures.
• Ensures that all applicable safety standards are followed; informs employees/students/volunteers of safety guidelines and safe working practices and routinely monitors to enforce them. Adapts or modifies work methods to reduce work hazards. Reports all accidents, injuries and near-miss accidents.
• Meets expected attendance guidelines.
• Follows and adheres to established policies and procedures, including but not limited to Employee Handbook, Garden Safety Guidelines and Department Policies.
• Behaves and communicates in a manner that promotes and fosters a culture of teamwork and cooperation, within our division and throughout the Garden, with co-workers, supervisors/managers, volunteers, visitors and employees.
• Performs other duties as assigned.

Supervisory Responsibilities: 2 Full Time Event Production Technicians; may assist with oversite and direction of volunteers and third party contract labor as necessary.

Competencies:
Communication – Listens to others and asks questions for clarification; Writes clearly and presents information accurately; Speaks professionally and responds well to questions; Supports positive visitor relations.

Collaboration – Demonstrates teamwork and promotes respect in the workplace; Engages in problem solving and group initiatives; Cooperates in implementing procedures and process improvements; Strives for positive visitor experiences.

Accountability – Demonstrates commitment to responsibilities and adaptable to changes; Effectively prioritizes, troubleshoots and takes appropriate actions; Follows policies and procedures, meets deadlines, quality, and safety standards; Strives to proactively, address visitor and internal colleagues’ concerns.

Problem Solving – Identifies and resolves problems; Includes supervisor before taking action as necessary; Recommends solutions, demonstrates creativity and resourcefulness; Exhibits sound and accurate judgment in decision making process; Includes appropriate people in making decisions.

Stewardship – Promotes and adheres to sustainability, safety and security protocols; Fosters a culture of respect, diversity and inclusion; Demonstrates effective and prudent use of Garden resources; Maximizes contributions during work hours

Qualifications and/or Experience:

• Minimum of five (5) years in an event production role.
• Minimum of (5) years’ relative experience working as a contractor or lighting event support role.
• Knowledge and user experience with DMX lighting controls and low voltage lighting.
• Must be Forklift and Aerial lift certified.
• Previous carpentry experience is a must; experience working in a warehouse environment is a plus.)
• Ability to successfully manage and foster professional working relationships.
• Highly visitor-oriented with a comfort in working with the public required.
• Must be a self-starter, creative, flexible, and possess the ability meet event production deadlines.
• Ability to direct a work group within a fast-paced mission based public attraction. Strong focus on project completion, attention to detail and accuracy, are necessary.
• Exceptional ability to communicate effectively at all levels; must enjoy and feel comfortable interacting and working in close proximity to general public, in a safe and friendly manner, answering questions.
• Demonstrated ability to work collaboratively with internal team members and external organizations for the purposes of creating a commitment to common goals, prioritizing, minimizing obstacles, and executing realistic priorities in a sophisticated environment.
• Demonstrated ability to create various reports and write business correspondence and procedure manuals.
• Willingness and ability to travel (local and domestic).
• Scheduling flexibility that allows working some weekends, evenings, and holidays is required.
• Demonstrates highest level of professional and ethical conduct.
• The Garden is committed to the safety and wellbeing of our employees, volunteers and guests. All staff are strongly encouraged to receive all vaccinations as recommended by your healthcare provider prior to hire date. The Garden reserves the right to require future proof of current vaccination status, based on local health department guidelines. When international travel is necessary for Garden business, staff must be able to obtain required travel clearances, driving permits, and vaccinations for all countries where travel is required.
• The requirements and duties listed are representative and not exhaustive of the knowledge, skill, and/or abilities required.

Education:

• Bachelor Degree in Event Management or Project Management preferred.
• An equivalent combination of trade skills, education and experience may be considered.

Other Skills and Abilities: N/A.

Language Skills:

• Ability to communicate effectively in English (oral and written).
• Bilingual skills desirable (Spanish preferred).

Mathematical Skills:

• Proficient basic math aptitude - Requires ability to perform addition, subtraction, multiplication and division; calculate percentages and decimals, etc.

Reasoning Ability:

• Requires ability to exercise independent judgment to apply facts and principles for developing approaches and techniques to problem resolution.

Computer Skills:

• Proficient experience navigating through various PC applications including, but not restricted to, Microsoft Office suite (i.e., Outlook, Access, Excel, Word).
• Solid Internet research skills.

Certificates, Licenses, Registrations:

• Aerial Lift and Fork Lift Licensed a must.
• Lighting control or electrical licenses preferred.
• Valid Driver’s License required.

Physical Demands:

• Principally operates standard office equipment to include computers, copiers, files, fax machines.
• Ability to utilize computer keyboard (typing), walk about facility frequently throughout work day.
• Ability to occasionally lift and/or carry up to 50 pounds.
• Frequent standing, reaching and stooping.
• May be required to perform tasks at varying heights (i.e., climb step stools, aerial lifts etc.).
• Ability to travel independently for long periods in economy class on airplanes, trains and other conveyances both domestic and international.

Work Environment:

• Indoor office setting, shared by multiple staff at times.
• Warehouse with loud equipment.
• Some off-site meetings will be required.
• Ability to work outdoors in all weather conditions for long periods of time (i.e., in temperatures over 100°F as well as temperatures below 0°F, in rain, snow and other inclement weather conditions as needed).

Contacts with Individuals/Organizations inside/outside the Garden:

• Interacts with visitors, volunteers, members, and Garden employees on a daily basis.
• Vendors
• Exhibitors
• Professional Organizations
• Community Agencies
• External media contacts