Event Liaison Manager- JW Marriott LA Live

Position Overview

The Event Liaison Manager role encompasses establishing and maintaining positive relationships with vendors and Clients, conducting pre-event communications, and coordinating event logistics to ensure seamless operations. Additionally, the position involves overseeing the movement of equipment in various event spaces, coordinating with security, and maintaining organization throughout the event process. The Event Liaison Manager will act as a bridge ensuring effective communication and collaboration between the hotel team, Encore sales, and Encore operations to maximize program/event success. This position will be reporting to the RVP, Venues.

Key Job Responsibilities 

Relationships and Communication

• Establish and maintain positive working relationships with all vendors conducting business at the Hotel

• Conduct Pre-Event Communication at least 45 days before event with Hotel Event Managers and start a dialogue with the upcoming Event Production & Exhibit Lead Manager

• Ensure that vendors are instructed on policies and procedures and use proper pathways for moving equipment in/out of meeting space following the venue back-of-house route map guide

• Maintain a fluid line of communication of all setups and dismantle with Hotel Events Services Managers, Meeting Services Managers, and Encore of any upcoming potential challenging situations that are identified during initial communication with vendors 

• Establish a schedule for all load-in and load-out locations to prevent overlap and conflict 

• Communicate necessary support to Security, Meeting Services, Property Operations, and Encore prior to event dates

Property Management

• Oversee and coordinate all move in/out of all hotel event meeting space including Sculpture Park, Ballrooms, Breakout rooms, Exhibit Hall, and any public/lobby Areas being used as Event Space

• Conduct overview with upcoming Event Production & Exhibit Lead Manager all of Hotel Production & Exhibit Guidelines, to include back of house load in/out pathways

• Coordinate setup and teardown times with upcoming Event Production & Exhibit Lead Manager to include structures being built onsite, display units, and registration counters in public areas while ensuring a clean, safe, quiet environment to minimize disruption to hotel guest

• Coordinate and manage all loading dock entry points and involve hotel security as needed on heavy dock usage days

• Conduct Pre / Post Event Facility Inspection walkthrough with Event Lead production /Exhibit Hall Manager

• Maintain an organized file system of all scheduled Production & Exhibit Move in / out, copies of all fire marshal-approved diagrams, and signed Production & Exhibit Guidelines

Protection of Hotel Assets

• Identify all Hotel Assets and ensure no loss or damage has occurred during load in / out. If damage has been identified, proceed with documentation, get hotel Security to write up a damage report, follow up with property operations on correct fees, and ensure payment is collected for damages

• Coordinate with Hotel Event Managers and Fire Marshalls all move in/out of vehicles being displayed in any Meeting Space and ensure building and contents are protected

• Maintain all dock spaces in free and clear condition for immediate move-in / out

• Ensure that all vendors are using equipment that does not cause damage or impact noise levels within the event space

• Ensure that all vendor labor staff gets checked in with Hotel Security and wear hotel provided clearance wristbands

• Conduct random Meeting Space checks throughout the day, to ensure that vendors are following Hotel Production & Exhibit Guidelines at all times 

• Ensure that Hilton Anatole equipment is not being taken out of the building by any vendors   

• Report via email damage, wear & tear in any meeting space directly to Engineering, copy Venue Dir. Of Facilities and follow up to ensure it gets handled in a timely manner

Financials

• Through communication process look for revenue opportunities for the hotel and Encore

• Ensure that for any revenue opportunities identified, charges are signed off on and payment is received 

• Identify opportunities for efficiencies producing savings in both labor and productivity

Job Qualifications

• High School Diploma is required. Bachelor’s degree is preferred. 

• 5+ years of audio-visual experience

• 1+ years of supervisory experience

• Excellent communication skills including written, oral and presentation

• Works well under pressure and ability to multi-task

• Detail and service oriented with strong organizational skills

• Positive approach to teamwork, sales, and problem solving

• Strong client and co-worker relationship skills

• Strong leadership skills and customer satisfaction focus. 

• Working knowledge of audio visual equipment in a live show environment

• Experience handling pre-planning and operations of large audio visual events

• Sound administrative skills, communication skills, and diverse knowledge of equipment

• Proficiency with computer software and programs, including the Internet and Microsoft Office

Competencies

Deliver World Class Service

• Hospitality

• Ownership

Do The Right Thing

• Demonstrates Self-Awareness

Drive Results

• Ensures Accountability

See The Big Picture

• Decision Quality

• Manages Complexity

Value People

• Collaborates

Work Environment

Hotel

Work is performed in a hotel/convention center environment with moderate exposure to outdoor temperatures and to dirt, sand and/or dust.  The working conditions will vary between moderately quiet to noisy volumes.  Team members will use high-end audio-visual equipment and electrical components, and will be exposed to heights via lifts and ladders.  Team members may be asked to work in multiple hotel locations.  Working times will include irregular hours and on-call status including days, evenings, weekends and holidays.   Team members must adhere to appearance guidelines as defined by Encore based on an individual hotel or a representation of hotels in that city or area.   

The above information on this description is not necessarily an exhaustive list of all responsibilities, duties, skills, efforts, requirements or working conditions associated with the job.  While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed as assigned.

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Salary Pay Range: $80,926.00 - $105,204.00

The compensation offered for this role is determined based on the qualifications outlined in the job posting for the specified location. Final compensation is based on a number of factors including location, travel, relevant work experience, or particular skills and expertise. In addition, some positions may be eligible for other compensation such as potential overtime, bonuses or incentives.

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