Operations Coordinator na City of Norfolk, VA

About the Department

Dive into the heart of arts, culture, and entertainment in Hampton Roads with SevenVenues, the City of Norfolk's Department of Cultural Facilities, Arts and Entertainment! We're the epicenter of unforgettable experiences, ensuring our diverse public assembly facilities – Scope Arena, Chrysler Hall, Attucks Theatre, Wells Theatre, Harrison Opera House, Harbor Park, and Open Air Events – remain vibrant and relevant. We connect residents, visitors, and tourists to Norfolk's rich cultural landscape, offering exceptional entertainment services and meticulous management of these iconic venues. Join us as we create, inspire, and celebrate through the power of live performances, diverse community events, and captivating public art – it's more than entertainment, it's an experience.

The SevenVenues Operations Coordinator is a pivotal role overseeing every aspect of event execution and facility management. You'll wear many hats, managing crew members, ensuring daily facility operations and upkeep, and coordinating event logistics from scheduling to breakdown. This includes customer service support, overseeing ice operations (including hockey events) and developing layouts for event setups. Budget management and adherence to safety regulations are also crucial aspects of this position. A fast-paced environment demands excellent communication, organization, and problem-solving skills, all driven by a passion for creating successful events and exceeding client expectations. Responsibilities encompass coordinating on-ice scheduling with hockey coaching staff, overseeing daily ice maintenance and equipment operation, and executing seasonal ice installations, painting, and promotions. You'll provide estimates for technical event aspects like conversion labor, equipment costs, and logistical needs. The role requires scheduling event setup and stagehand labor, maintaining event equipment inventory, and facilitating equipment maintenance. Supervising event personnel and volunteers, coordinating staffing, event setup, breakdown, and facility restoration all fall under your purview. Determining event logistics through scheduling, layouts, equipment reservation, and setup plans is key. As City Executive for events, you'll plan City-wide events, organizing logistics and equipment for ceremonies and community events. Additionally, you'll monitor program effectiveness, develop and implement operational policies, and create accurate records and reports. Coordinating for inclement weather, emergency planning, and building security procedures, including security guard protocols, rounds out this comprehensive position.

Position Duties

Essential functions include but are not limited to: 

• Manages Crew Members by scheduling and coordinating work assignments, training, and developing personnel, participating in the selection of candidates, conducting performance evaluations, approving payroll, and resolving personnel issues. 
• Coordinates Staffing and Logistics by supervising event personnel and volunteers, providing direct oversight of event crews, and managing operations from event setup through breakdown. Serves as the duty manager as required, ensuring seamless event execution and adherence to safety standards. 
• Manages facility operations daily maintenance and upkeep of facilities and event-related equipment. Directs daily operations by monitoring staff requirements, conducting building inspections, interacting with staff and guests, and facilitating operations meetings. Lead special projects by interacting with outside vendors and contractors, performing cost analysis, and approving finished work and payments. 
• Facilitate event scheduling by checking for available venues, equipment, and personnel. Creates and updates operations event schedules including monthly event operations schedules, stagehand requests and contractor cleaning services. Conducts facility tours for contractors, security, and maintenance personnel. Completes rental applications for Showmobile and off-site equipment. 
• Provides customer service support by responding to customer inquiries, feedback and problems. Resolves problems or complaints from clients and the public in accordance with established policies and procedures. Responds to inquiries concerning Showmobile rentals off-site equipment usage and arena ice requirements. Coordinate scheduling with hockey coaching staff, inputting data into Momentus. Oversee daily ice maintenance and equipment operation. Coordinate and perform seasonal ice installations and painting. 
• Provide estimates for technical aspects of events including, conversion labor, equipment transport and installation costs, logistical needs, cleaning, and facility restoration. Performs administrative duties, coordinates meetings, and develops required reports and correspondence. Maintains inventory of available event equipment at facilities. Facilitates scheduling of maintenance for assigned equipment and vehicles. 
• Develop layouts and drawings for custom arena and event setups using AutoCAD, to ensure clients’ needs can be safely accommodated within our spaces. 
• Serves as liaison for hockey ice needs, ensuring adherence to contractual obligations. Daily communication and coordination of facility use event logistics and area ice operations. Provide back of house coordination for basketball events, Patriotic Festival and International Tattoo. 
• Manages event execution from event setup through event breakdown. Schedules all event setup and stagehand labor needed to perform arena conversions (basketball, staging, hockey), Harrison Opera House Stage Pit cover installation and Showmobile setup. Coordinates and supervises all equipment setup and storage at Scope Arena, Chrysler Hall, Attucks Theater and outdoor events. 
• Prepares for Inclement Weather and Emergency Situations by assisting with emergency planning, implementing security protocols, and ensuring building security procedures, including magnetometer operation and security staffing. Performs Related Duties as required, including planning and coordinating logistics for City-wide events, setting up equipment for official ceremonies, and supporting special community engagement activities. 
• Develops and implements policies, procedures, and processes for successful outcomes; manages and ensures consistency in the event application/coordination process; creates and maintains accurate records and reports. Develop procedures for building security including magnetometer operation and security guard protocols. Other duties as assigned.

Minimum Qualifications

Work requires broad knowledge in a general professional or technical field. Knowledge is normally acquired through four years of college resulting in a bachelor’s degree or equivalent.

Three years of event operations and/or facilities management, or related experience; or an equivalent combination of education and experience.

AutoCAD experience/certification preferred

Other Qualifications

Work Hours: 40hrs / per week, Mon – Fri / 7:30am – 4:30pm. Must be able to work flexible hours including evenings, weekends, and holidays

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