ABOUT THE BJCC
For over 50 years, the Birmingham-Jefferson Convention Complex (BJCC) has served as a premier entertainment destination attracting a broad array of events across a diverse collection of venues. Centrally located in the heart of Birmingham, Alabama’s Uptown Entertainment District, the BJCC campus includes Legacy Arena at the BJCC, Protective Stadium, BJCC Concert Hall, over 220,000 square feet of meeting & exhibition space, and City Walk BHAM, a 31-acre public outdoor space with a dog park, pickleball courts, skate park and much more. For more information visit www.bjcc.org.
Summary/Objective
The Director of Convention Services is primarily responsible for overseeing all aspects of event management for a multipurpose venue facility. Responsible to direct a team in the coordination and supervision of the activities, facility personnel, subcontractors, and vendors required to successfully execute events including sporting events,exhibitions, shows, conventions, meetings and ticketed performance events in convention center.Coordinate and collaborate with internal team members and external partners to assure the highest quality service experience to assure rebooking of events. Nurtures the business partnership with promoters and clients. Manage and coordinate large, high-profile events.
Essential Duties/Responsibilities
Demonstrates understanding and full performance ability in each of the following:
- Knowledge of event management practices for conventions, trade shows, corporate meetings, association meetings, galas, non-profit fundraisers, indoor sporting events and other event and meeting uses as determined by clients.
- Serve as the primary liaison between the clients, meeting planner, promoter, event organizer, and internal departments/cross functioning teams as it pertains to schedules, events, rules and regulations, policies and procedures to deliver an exceptional client experience
- Directs the work of Convention Services Manager and Event Coordinators.
- Initiates, directs and participates in pre-event planning meetings with clients operating departments, reviews event history file information.
- Ensures event floor plans adhere to all fire codes and occupancy codes through coordination with the Birmingham Fire Prevention Office.
- Ability to produce event financial estimates and ensure fee deposit schedules are met.
- Directs last-minute adjustments in room or equipment set-ups at the request of the client or to assure compliance with safety measures; prepare accurate statement of additional charges.
- Demonstrates understanding of managing and operating a large multipurpose venue.
- Demonstrates understanding of logistical and planning operations associated with facility events such as conventions, trade shows, corporate meetings, association meetings, galas, non-profit fundraisers, indoor sporting events, etc.
- Manage and participate in the development and implementation of goals, objectives, policies, and priorities of all events related programs and activities.
- Direct, coordinate, and oversee the activities of internal and external partners in providing event coordination, telecommunications, technical support, audio-visual services, food & beverage, event security, fire regulation, ticketing, parking and overall client satisfaction during events.
- Exceptional ability to effectively lead, train, supervisor, and direct a diverse group of employees, associates, and business partners.
- Routinely serve as Manager on duty as required.
- Track, record, and report labor allocations in all areas of functional responsibility for purpose of forecasting, benchmarking, and budgeting.
- Prepare departmental annual budget; recommend capital improvements, control and monitor department expenditures.
- Determine and recommend purchasing needs. Draft and create specification for items for bidding in compliance with state law.
- Consult with managers, promoters tour managers, show promoters, external consumers and others concerning event set-up and requirements for events; prepare work orders and cost estimates accordingly.
- Proactively identify potential event challenges and potential client complaints to implement the best solution.
- Ability to work closely with customers and public by monitoring services provided and addressing complaints in a timely manner.
- Demonstrate continuous effort to improve operations, event/game experience, and streamline work processes, work cooperatively and jointly to provide quality seamless customer service.
- Inspect facilities to ensure they are being maintained properly for events.
- Ability to develop and execute persuasive written and verbal communications, for planning and coordinating operational activities, crowd management, event services, security, parking mechanical, contract services, etc.
- Establish and maintain relationships and works constructively and cooperatively with BJCC internal and external partners.
- Conduct planning and operational meetings as required to ensure smooth coordination of event activities, including but not limited to pre-and post-event meetings.
- Responsible for ensuring accuracy of post-event billing of services and material charges.
- Reviews and approves final billing for event use prior to settlement and release of invoice.
- Demonstrates ability to meet deadlines, define, measure and evaluate operational results. Prioritizes and sets deadlines for one’s own work and the work of team members. To ensure a successful event.
- Skillfully prepares professional presentation, spreadsheets and documents.
- Develops, determines, and allocates event staffing and event resources to ensure a successful event.
- Knowledgeable in mitigating risk, traffic control, crowd control, and emergency evacuations. Actively participates in the development and implementation of processes, procedures, policies, training, and communication for emergency evacuations to include; fire, severe weather, active shooter, bomb threat, explosion, terrorism, heavy equipment malfunction, etc.
- Interpret and apply all relevant federal, state and local regulations.
- Demonstrates an advanced proficiency to use a range of current and modern job-related equipment, computer hardware, software applications, especially Microsoft Office for project management, and industry best practices.
- Performs other duties as required.
Competencies
Accountability, Interpersonal Skills, Customer Service, Communication, Active Listening, Conflict Management, Technical Skills, Sales Skills, Financial Administration, Strategic Thought, Decision Making and Judgement, Results Driven, Employee Development, Delegation, Business Alignment, People Management, Fiscal Accountability and Training and Development.
Work Environment
This position may have a moderate to extensive stress level associated with dealing with crowds of public visitors. The environment is mainly indoors, however position may be required to work outdoors and exposed to the elements (heat, rain, etc.).
Physical Demands
Position requires lifting, climbing, carrying, bending, stooping, squatting, and kneeling for extended periods of time. Extensive walking and or standing. Ability to lift up to 50lbs items with or without assistance, while maintaining good balance. Must be flexible enough to reach above shoulder level and be able to push and pull for brief periods of time. Visual acuity, speech recognition, and speech clarity.
Position Type/Expected Hours of Work
This is a full-time position; hours of work must be flexible and varied to meet the demands of the events of the facility. Must be able to work extended and/or irregular hours including day, nights, weekends, and holidays, as needed.
Required Education and Experience
- Minimum of ten (10) years related knowledge, experience, and skills in Convention Centers or similar type meeting venues, with at least five (5) years in a senior management role.
- Bachelor’s degree from an accredited college or university with emphasis in business, management, public administration or a related field.
- Industry certification(s) strongly preferred: IAVM Certified Facilities Executive (CFE), graduate of Oglebay’s Venue Management School (VMS) and/or Graduate Institute (VMS-GI), Project Management Professional Certification (PMP).
- Valid State of Alabama Driver License.
Additional Eligibility Qualifications
- Knowledgeable and experienced in facility event operations including event staffing, decorators, audio visual, setup of tradeshows and consumer show events, indoor sporting events, galas, corporate meetings, etc.;
- Proficient in reading and interpreting RFPs for convention and meeting site selection proposals.
- Knowledgeable of established safety practices and applicable fire codes pertaining to public facilities.
- Ability to coordinate, analyze, work independently, observe, make decisions, and meet deadlines in a detail-oriented manner.
- Ability to demonstrate critical thinking, time management, and deductive reasoning skills.
- Anticipates problems and implements corrective actions.
- Maintains effective relationships with public, meeting planners, corporate customers, show owners, management, BJCC partners and employees in a courteous and diplomatic manner.
- Ability to read, analyze, and interpret general business documents, governmental regulations, read and understand blueprints and schematic designs, floor plans, etc.
- Make basic mathematical calculations.
- Ability to understand oral and written instructions in English.
- Excellent oral communication, written communication, fluency in English, public speaking, active listening.
- Strong leadership and management skills required.
- Proficient in Microsoft Office software, to include Outlook, PowerPoint, Word, Excel, Teams, and Publisher.
