Event Operations Project Supervisor at Biltmore

The Event Operations Project Supervisor reports directly to the Event Operations Sr Manager and provides support to Event logistics, Special Events, the Sign Production Shop, and leadership as needed. The incumbent is responsible for overseeing the high quality standards of Biltmore are met by supervising and supporting the administrative team, sign production, and a custom/design team.  The primary focus pf this role would be on the initiation and planning portion of each department project while supporting execution as well. The incumbent will also oversee the production of quality estate signage and the maintenance involved, dance floor wraps, exhibition project support, custom event request such as builds, prints, draping, and provide general support and assistance for the department, leadership, and Company as required.

Essential Job Duties:

1. Oversee the operational planning side of each event project.  This includes working alongside weddings, conferences, groups, and the exhibition core team.
2. Overseeing the administrative team on keeping the rental software current by staying in constant communication with Clients on revisions and updates as needed.  Quoting/Invoicing event orders as needed.
3. Working with outside contractors to on pricing, delivery, pickup, and coordinating sub rentals as needed.  Serves as a POC for all external rental companies up until execution.
4. Oversee the tracking of expenses and processing invoices for payment.
5. Working with the all departments and staffing on coordinating job fairs/interviews/recruiting.
6. On the Job training.  Making sure all new hires receive the proper information regarding the department, safety, and uniforms.  First day introductions.
7. Oversee EL inventory tracking via the rental system and monitor pricing and packages with leadership.
8. Warehouse operations, organization, receiving and shipping.
9. Overseeing our China, glassware and silverware operations.  Ensure cleanliness and that Biltmore is following all correct procedures involved.
10. The design and execution of all custom rental request such as, event draping, custom signage, dance floor wraps, carpentry request, etc.
11. Working alongside leadership and core hub on exhibition projects and execution.
12. Oversee sign request and work directly with marketing on execution and production.  
13. To understand the sign making process and assist with the training of sign printing and production.
14. Work closely with all departments across the estate to ensure smooth execution of all events.

Additional Responsibilities:

1. Will provide general support and assistance to the department, leadership, and company as required. 
2. Model and support the Biltmore brand by professional behavior, professional dress and      ethical conduct.  Exhibit superior service standards when relating to both internal and external customers
3. Will occasionally need to represent the event department in meetings.
4. Assisting management with budgets, reports and purchases. 
5. Tracking invoices and submitting approved invoices into workday for payment.
6. Maintain a current knowledge of industry trends, market conditions and product offerings.
7. Occasionally assisting with quality assurance checks for larger scale events.
8. Must acquire a certification in project management within one year of accepting position.

Qualifications:

1. High school diploma (or GED). Additional training preferred.
2. Ideal candidates will have at least two (2) years relevant event experience.
3. Demonstrated commitment to providing world class internal/external guest service; proven leadership skills and the ability to build/motivate teams.
4. Proficiency in Word, Excel, and Outlook. Basic math skills a must.
5. Excellent interpersonal and written/verbal communication skills; must be able to convey information clearly, concisely, and effectively.
6. Strong planning, organizational, and project/time management skills; prioritizes work and can adapt as needed. Keen attention to detail with focus on quality and service.
7. Proactive, takes initiative, and exercises good judgment; creatively problem solves and handles a variety of situations in a professional manner.
8. Can operate effectively in an intense and dynamic guest service environment.