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Hawai?i Convention Center

Just steps from Waikiki, the Hawai?i Convention Center is anevent destination like none other a stunning marriage of form and function, open to sky and sun between the shade of terraces and lanais, graced with courtyards, waterfalls and fishponds to create a meetings and convention backdrop that is at once tranquil and invigorating. Designed by world-renowned architects Wimberly Allison Tong and Goo andLMN, this luminous structure shines like a gem tucked into its tropical setting, blending state-of-the-art technology with authentic island ambiance as a monument to the cultural diversity and legendary spirit of aloha that inspires attendees to see the world in a new light.

Job Summary:

Ensures Hawaii Convention Center event operations are effective, productive and as efficient as possible. Manages various types of events booked at the center, ensuring the health and safety of all guests and team members by overseeing and articulating building policies and regulations.

EVENT OPERATION LOGISTICS:

• Gathers and analyzes event operation logistics data.
• Tracks the process flow of event management between managers, clients and internal departments.
• Manages company database and/or system event activity and communicates pertinent information regarding events to appropriate team members.
• Evaluates operations and proposes, creates and then executes business operation improvements, logistics, policies, procedures and/or plans. This includes researching various department operations to identify potential problems and preemptively address them and create resolutions.
• Produce client surveys to include sending, monitoring the returns and the follow-up procedures for management.
• Provides the leadership to develop and mentor staff in department with goal of providing exceptional services for clients.
• Assigns work to Events department staff such as assigning specific events to team members.
• Trains department staff as needed.
• Develops and maintains department training manual.
• Monitor changes and updates to Event Planners Handbook to include changes to the HCC website.
• Creates department communications to be sent to internal and external stakeholders.
• Creates presentations to report various information to all departments and levels of employees.
• Leads committees on various business operation improvement projects.

EVENT MANAGEMENT:

• Manages various types of events as dictated by ongoing event activity.
• Manages all logistics for events booked at HCC. Determines event strategies and plans how to accomplish event success.
• Primary contact and principle liaison during an event.
• Determines needs and resolve problems by making strategic, business oriented and client-serving decisions required to ensure a successful event.
• Builds and maintains successful business relationships with clients in effort to provide exceptional customer service and increase probability of future bookings/return.
• Provides and drafts paperwork for the planning of a successful event (resumes, work orders, floor plans, event report and final invoicing).
• Provide detailed accounting of all event charges and collects payment in advance as outlined in the license agreement.
• Accepts project work as assigned by the Director of Events and attends meetings regularly with various support departments to ensure open communication in the shared desire of improving efficiencies and reducing cost.
• Runs reports and understands key performance indicators with the USI framework.
• Ensures that our customers receive correct and up to date information about programs, events and quoted prices.
• Ensures customer needs are efficiently and effectively identified and questions or concerns are resolved.
• Builds and maintains successful business relationships with clients in effort to provide exceptional customer service and incre se probability of future bookings/return.
• Prepares daily directions and room signage for events. Monitors Daily Log and Electronic display boards. Liaise between HCC and HTA for all internal bookings and activity.

DEPARTMENT ADMINISTRATION:

• Prepares and tracks monthly expense reports and submits purchase order requisitions.
• Executes internal and external correspondence/communications.
• Maintains confidential departmental files.
• Provides contracts administration as it pertains to the department.
• Oversees the general office procedures for the department.
• Develops, compiles, analyzes, organizes and prints various documentation, lists, logs and reports. Updates and distribute company logs/lists as needed.
• Assists the Director of Events in any other task to achieve the overall goals and objectives of the company and mission.

SITE TOURS:

• Conducts site tours of facility to prospective and/or booked clients.
• Shows the variety of usage, operations and functions the facility can provide. Conducts precon meetings and presentations, as needed.

SAFETY:

• Monitors events to ensure all building rules, policies and safety procedures are being adhered to and enforced during events.

Required Qualifications (Job Knowledge, Skills, and Education):

• A minimum education level of: Bachelors degree
• A minimum of 3-4 years of related work experience; 1 year supervisory experience;
• A minimum of 2 years experience effectively leading team(s).
• A minimum of 2 years experience effectively and successfully managing projects.
• Experience effectively managing and/or planning events.
• Excellent customer service skills working with diverse backgrounds.
• Excellent knowledge of computer operations (Microsoft Office 365).
• Effective oral communication and listening skills; able to speak clearly to give instructions and explanations and listen/understand when communicating with staff, vendors, and clients.
• Effective written communication skills; able to write and compose correspondence, contracts, memos and reports.
• Excellent ability to create visual presentations and effectively communicate while presenting.
• Experience establishing and maintaining cooperative and productive work relationships.
• Excellent organizational and time management skills; strong attention to detail.
• Experience managing multiple priorities and working independently; able to multi-task in a fast-paced environment while meeting deadlines and remaining productive and professional.
• Independent thinking and problem-solving skills with the ability to work with confidential information
• Must possess and exude a positive, team-oriented attitude.
• Self-starter with a willingness and enthusiasm for taking on additional responsibility.
• Due to the cyclical nature of the entertainment industry, employees may be required to work varying schedules to reflect the business needs of the company.
• Ability to stand, walk or otherwise remain in a stationary position for several hours
• Ability to lift up to 10 pounds.
• Must have the ability to work harmoniously in a team setting exhibiting the Aloha Spirit to fellow workers, guests, clients and the community so as to provide exceptional customer service while demonstrating behaviors that reflect the Hawaii Convention Centers vision, mission statement and values.