Event Operations Coordinator

Event Operations Coordinator at Related Companies

Related Companies is actively seeking a highly motivated and organized team player to join the Hudson Yards Marketing team as an Event Operations Coordinator. This pivotal role involves leading the successful operation and execution of various events across the Hudson Yards campus, catering to both Related Marketing's owned events and third-party client-driven events.

Working under the Director of Event Operations and in close cooperation with the Marketing and Operations teams, the Event Operations Coordinator will be instrumental in managing day-to-day internal and external communications to ensure the seamless execution of all campus events. The ideal candidate must possess the ability to manage multiple projects concurrently while adhering to strict deadlines. This individual will coordinate extensively with Related Hudson Yards team members, clients, and outside contractors, making exceptional communication and prioritization skills essential for success.

Key Responsibilities

• Serve as the primary liaison between the Hudson Yards marketing team(s) and the Hudson Yards operations team.
• Collaborate closely with the Marketing team lead during conceptual planning and deal negotiation, offering insights into existing site infrastructure capabilities and any restrictions.
• Support the entire event process from pre-installation to execution and de-installation, with assistance from the Director of Event Operations, marketing lead, and building operations teams.
• Act as the main onsite operations point of contact for all campus events, directly engaging with stakeholders including marketing, Hudson Yards teams, and client-appointed contacts.
• Maintain open, clear communication and logistical coordination throughout events with all stakeholders (clients, marketing, Hudson Yards teams including engineering, janitorial, I.T. security, fire/life safety, etc.).
• Oversee event installation and de-installation, including activations occurring at night and on weekends. On a case-by-case basis, the Event Operations Coordinator may be required to be onsite to supervise the execution phase.
• Address all day-to-day needs of event vendors, such as site access, insurance, delivery scheduling, coordinating vendor work with respective building management teams, and scheduling in-house staff assistance.
• Evaluate and determine all necessary in-house services for installation, event duration, and de-installation to ensure health, safety, and asset integrity, scheduling staff and accommodations using internal software systems.
• Prepare detailed breakdowns of costs associated with in-house personnel and services.
• Construct and maintain pre-installation and de-installation strike plans for each event, managing vendors according to these schedules.
• Ensure all partners, clients, vendors, and tenants comply with Hudson Yards Event Guidelines throughout the event process to uphold health, safety, and asset integrity.
• Document potential incidents with incident reports, circulating them to upper management and the risk department as required. Manage the repair of damaged property or equipment and collaborate with the Hudson Yards legal team on any vendor claims.
• Manage and maintain event tracking and reporting documents.
• Provide general administrative support tasks.
• Undertake miscellaneous tasks and special projects as needed.

Compensation

The anticipated base salary range for this position is $31.25 - $36.06 per hour. In addition to a competitive base salary, you will be eligible to receive discretionary bonus incentives and a comprehensive benefits package. The actual base salary will be determined by factors including the individual's experience, skills, qualifications, and market factors.

Qualifications

• 2-3 years of professional experience in operations, facilities, or event production.
• Bachelor's degree or equivalent in Real Estate, Project Management, Event Planning, or a related field.
• Ability to interpret blueprints, CAD drawings, and other schematics.
• Proficiency in Microsoft Office Suite.
• Experience collaborating with external agencies.
• Demonstrated ability to multitask effectively in a fast-paced, high-profile commercial environment.
• Highly organized, methodical, and capable of meeting deadlines and targets with strong interpersonal skills.
• Excellent written communication and copywriting abilities.
• Ability to perform under pressure and show initiative in a diverse role where daily tasks vary.
• Willingness to learn and adapt the role to best benefit the business.
• Availability to work nights and weekends as required.
• Physical ability to lift and carry up to 50 pounds.

Key skills/competency

• Event Management
• Operations Coordination
• Logistics Planning
• Stakeholder Communication
• Vendor Management
• Project Execution
• Facility Operations
• Deadline Management
• Incident Reporting
• Microsoft Office Suite