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Minimum Qualifications Eight years of experience involved with the management of a convention center, conference facility, hotel or event venue including but not limited to, scheduling of events in a venue meeting the requirements listed above which hosts a minimum of 250 use days annually. Scheduling multi-event facility usage.
Manage/oversee meetings, conferences, conventions, trade shows and/or banquets held in the Convention Center facilities; coordinating equipment/rentals, support services and all event related services. Preparing RFQ and Bids proposals for new business leads. Providing excellent customer service. Two years of this experience must have been in a supervisory level.
Substitution: College study may be substituted for experience for up to two years of experience with 30 semester credit hours equaling one year of experience. Education must have been received at a regionally accredited college or university, or one recognized by the New York State Education Department as following acceptable educational practices.
Candidates are required to provide specific, verifiable information about their qualifying experience with the Application for Posted Position (ADM 227). This information should include your position title, duties performed, specific dates of employment, and names and titles of supervisors.
Candidates qualifying through the completion of appropriate course work should include a copy of their transcript or listing of course work completed.
Candidates who do not submit appropriate documentary proof that they meet the minimum qualifications will not be considered for appointment.
Duties Description Manage and oversee day-to-day operation of the Empire State Plaza Convention Center facility. Responsible for the use and maintenance of the of the Convention Hall, seven meeting rooms, Northeast Gallery, Base of Egg, Dressing Rooms, Observation Deck, lavatories, loading docks, storage spaces and other ancillary spaces. Directly manage the custodial cleaning contract, billing and contractor’s staff, schedule. Monitor progress of facility maintenance repair programs, schedule preventative maintenance activities with the ESP Manager, draft capital improvement project requests for facility, technical equipment and furnishing updates, maintain/replace equipment inventory and oversee the maintenance repair program for the facility and its furnishings. Report deficiencies to the CCE Director and appropriate Real Property staff and ensure appropriate action is taken. Provide a weekly briefing on facility management concerns to the CCE Director.
Manage the Convention Center staff and other contract employees. Responsible for the oversight of the day-to-day staff schedules, reviewing/approving time off requests, approving timecards in the LATS system, providing employee’s with annual performance reviews and scheduling/suggesting training classes. Provide a weekly briefing on staff highlights or concerns to the CCE Director.
Ensure appropriate event coverage for the events held in the ESP Convention Center facility. Equally distribute event assignments to subordinate staff, ensure proper management of labor, technical and administrative requirements of each event. Ensure all client programs are staffed sufficiently and professionally run. Provide a weekly briefing on administrative and operational details to the CCE Director.
Manage and oversee administrative operations for the Convention Center. Responsible for issuance of client contracts, agreements and event billing. Review client estimates and invoices for accuracy. Under the direction of the CCE Director, provide input to the financial management of the unit and periodically review and update policies, procedures and rate schedules. Responsible for tracking data for the key performance indicators such as facility use, number of events, revenues, client base, etc.
Work in conjunction with the CCE Marketing and Development Office and CCE Director to promote facility use and highlight the amenities at the Empire State Plaza. Act as a liaison with the Capital Complex partners including hosting bi-weekly operations and marketing meetings, attend industry events, and represent the professional interests of OGS and Empire State Plaza in the community. Receive and prepare written responses to Lead Sheets, Requests for Quotes and bids on new business and joint ventures with the Capital Complex Partners in a timely manner.
Oversee meetings, conferences, conventions, trade shows and/or banquets held in the Convention Center facilities. Assign Meeting Room and select bookings to coordinators to manage. For major large-scale Convention Hall events, ascertain date availability, nature and magnitude of function, rooms and space needed, setup and equipment requirements, technical requirements, load-in and load-out plans, catering needs and other operational details relevant to the program.
Determine rental and estimated equipment/labor support costs, produce contracts, invoice, letters and facility use agreements, prepare function work sheets outlining physical setups, equipment and technical requirements, load-in and load-out logistics, catering assignments and all other operational details relevant to the program. Calculate all-post event equipment and support service costs and prepare invoice for billing.
Coordinate and oversee all support services required from other departments for the execution of the client’s program. This includes Parking Services, State Police, Fire Safety, Dock Master, Plaza Manager’s Office, Plant Utilities, Food Services, and caterers.
In conjunction with the above, attend and /or host weekly event coordination meetings with representatives from all support departments. Discuss and share upcoming event logistics with department representatives to ensure areas of concern are brought to the table and issues resolved to the satisfaction of everyone involved.
Oversee and act as liaison with clients and local decorating companies when major programs require pipe & drape, booths, trade show equipment storage, delivery, set-up, and removal.
Act as on-site manager for evening and weekend programs as needed.
Oversee special projects as assigned by the CCE Director. Responsible for the planning, development and final execution of assignment. Keep Director apprised of the status of projects as they move forward.
Perform miscellaneous tasks as required.
Some positions may require additional credentials or a background check to verify your identity.
31st Floor Corning Tower, Empire State Plaza
Notes on ApplyingPlease submit cover letter along with a clear and concise resume detailing how you meet the minimum qualifications for this position as listed in Specifics and indicate the Position Title & Vacancy ID number for which you are applying.