Special Events Logistics Manager

This is a Full Time Job

LN Venues, Special Events Logistics Manager - Brooklyn Bowl Las Vegas

THE JOB

Provides comprehensive administrative support to the Special Events Sales Department by managing administrative and operational tasks while also assisting with basic accounting functions. This role serves as a key liaison between Sales, Finance, Logistics, other internal departments, and clients to ensure seamless pre-event preparations, event execution, accurate billing, and a high level of customer service.

WHAT THIS ROLE WILL DO

Event Logistics, Sales, Operational & Client Support
• Assist in vetting incoming leads from incoming calls, emails, voicemails, and RFPs by gathering initial information as needed
• Help maintain and audit departmental files
• Reconciliation of post-event paperwork. Close event files and upload corresponding documents to event folders
• Maintain/update customer and sales data in CRM systems as requested
• Generate and distribute SEO/Meeting Day Packets for venue
• Send weekly update emails to the Linq (Client bus schedules, upcoming events, etc)
• Prepare and distribute 6 Month Report and 14 Day Report weekly for venue
• Act as a Site Visit Coordinator for the venue
• Gather weekly schedule of visits to share with team
• Coordinate branding needs with Production Dept
• Assist with refreshments and/or extras for the clients upon arrival
• Assist with content creation and organization (creative service requests and event gallery uploads)
• Participate in special projects as assigned by the Director of Sales or Senior Logistics Manager (i.e. contact lists, Open House preparation, client gifting, etc.)
• Send pre-con invites as assigned
• Update Ops one-sheet notes
• Create event pull sheets
• Create tray pass sheets
• Prepare buffet tags and signage
• Ops clipboard preparation (pull sheets, SEO, floorplan, envelopes of drink tickets, buffet tags envelopes)
• Note taking on monthly staffing call
• Update venue concerts in Caterease calendar notes
• Ensure advance reservation sheet has all events listed
• Assist with event linen laundry
• Assist with buffet décor organization and storage
• Audit event folders to ensure all documents are in place for events

Event related tasks as applicable
• Assist with load-in and general event setup
• Attend staff event pre-shifts when assigned to ensure all details are communicated
• Venue presentation - review buffets and floorplan setups are correct prior to doors, walk of venue to see if anything needs tidying
• Station presentation and décor enhancement assistance
• Attend client pre-event meetings as needed
• Welcome guests with a smile and help direct into venue in polite manner
• Support Operations where needed on floor - such as periodic laps to check on any bussing or buffet needs, checking on vendors, tray pass circulation

Accounting & Financial Support
• Event payment processing and recording (Clover, ACH wire forms, or manual check deposits)
• Assist with updating monthly accrual spreadsheets and vendor invoice submissions as needed
• Provide assistance with month end close processes