AlliedPRA
  • Honolulu, HI, USA
  • Full Time

Position Title: Design & Event Producer                                                            

Classification: Exempt

                                                                              

POSITION FOCUS

Together with the sales team, the Design & Event Producer is responsible for attaining the team's annual sales gross profit goal by planning and managing a client's program within pricing and gross profit parameters. This role leverages logistical management and program operations experience, and serves as the primary contact for clients during the pre-planning and operation of the clients' program. Ensures the expectations of the client are exceeded to promote client retention.

 

ESSENTIAL DUTIES AND RESPONSIBILITIES

  • Assists with program development according to specifications of client.
  • Assists with developing and maintaining new and existing work relationships with supplier/partners and placing them on "hold" as needed.
  • Plays an active role with the sales team to ensure the sales and gross profit goals for their team are met or exceeded.
  • Prepares, proofs, edits and completes sales proposals, contracts and correspondence before being sent to client.
  • Issues client agreements with the responsibility of collecting payment for program.
  • Visits 3-5 venues each month (new or new to the employee) and report back to the Sales team with any new/pertinent information.
  • Participates in daily, weekly, monthly and annual team, department and company meetings.
  • Keeps management staff promptly and fully informed of all opportunities and other unusual matters and take prompt corrective action where necessary or suggests alternative courses of action which may be taken.
  • Plays an active role ensuring that sales tools and computer information on venues, events, activities, etc. are current, complete and available for team to use at any time.
  • Keeps accurate notes in program files of all correspondence between clients (e-mail, phone calls, letters, etc.).
  • Orders, confirms and re-confirms all suppliers, develops relationships with supplier/partners, negotiates and contracts terms-of-service and price including, but not limited to: service expectation levels, guarantees, cancellation, billing information, directions, etc.
  • Prepares and distributes trip sheets and any other relevant program information for field staff.
  • Responsible for forwarding any necessary program information to the hotel representative.
  • Conducts pre-con meetings with client/hotel to review all details of the program as confirmed.
  • Schedule, trains and directs field staff at functions, assigning them to positions, according to their skill levels.
  • Responsible for invoicing of client according to department SOPs.
  • Completes program follow-up reports, approve field staff payroll and expense sheets, reconcile program advances and submit expense reports to accounting according to SOPs.
  • Responsible for operating complex programs with budgets over $500,000.
  • Recruits and train new field staff, participating in staff development meetings.
  • Performs other duties and responsibilities as required or requeste

 

REQUIREMENTS 

  • Bachelor's degree, or equivalent relevant experience, or a combination thereof.  
  • 2 years of related DMC experience highly preferred.
  • Exceptional interpersonal and communication skills.
  • Must be able to effectively manage and handle multiple diverse tasks simultaneously, while remaining detail oriented.
  • Proven ability to work and lead in a team environment.
  • Strong mathematical skills (calculating percentages, proposals using mathematical equations).
  • Working knowledge of venues and supplier/partners in the local area, and ability to locate new venues and supplier/partners.
  • Must be proficient in the use of technology, including Microsoft Office Suite and industry specific software.
  • Must be able to adapt to changes in policies, procedures, and technology, and lead effectively during times of change.
  • Ability to promote AlliedPRA and its product to clients, supplier/partners, staff and other members of the general public.

 

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

  • While performing the duties of this job, the employee is regularly required to sit, talk and/or hear.
  • The employee is regularly required to stand for long periods of time, and/or walk a distance of at least 100 yards repeatedly.
  • The employee is regularly required to use hands and fingers to handle, operate a computer, and to reach.      
  • The employee must occasionally lift and/or move up to 30 pounds and regularly lift and/or move at least 10 pounds.
  • Specific vision abilities required by this job include close vision, distance vision, and ability to adjust focus.

 

WORK ENVIRONMENT

The work environment characteristics for this position are typical of those an employee encounters while performing the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

  • The noise level in this office is moderate.
  • While performing the duties of this job, the employee may be exposed to airborne particles.
  • While at some program sites, the employee may be exposed to extreme temperature, noise, and climate differences.

 

TRAVEL

This position is frequently required to travel within the local destination market to which assigned. The following requirements apply: 

  • Ability to travel to program sites, greet clients, participate in multi-day site inspections with sales managers and clients.
  • Ability to travel to other AlliedPRA office locations by vehicle, airplane.
  • Must be able to safely and legally operate a vehicle (personal, rental, or company).
  • Must have a current, valid driver's license for the state in which the employee performs his or her driving duties.
  • Must maintain a clean driving record, i.e., must remain insurable under our company's liability insurance policy.

 

GROWTH/PROGRESSION

This is a stepped position. The different levels for this position are:

Jr. Design & Event Producer

Design & Event Producer

Design & Event Producer 2

Sr. Design & Event Producer

 

The duties, responsibilities, and qualifications detailed herein are indicative of those required for all levels, with increasing expectations of autonomy, technical ability, quality, and production output, and decreasing need for job supervision and assistance in carrying out the responsibilities of this position as steps increase. 

Below are additional requirements and expectations for individuals performing the senior step role:

 

Additional Responsibilities

  • May be required to provide new and developing members of team any training, motivation, program guidance they may need.
  • May be required to supervise employees in the completion of program development and other team projects.
  • May be required to participate in (or to take a lead role) in planning the team's workload distribution.
  • Participates in daily, weekly, monthly and annual team, department and company meetings, taking a lead role as required.

 

Additional Qualifications

  • 3 years of DMC experience required.
  • Must be able to provide a high level of motivation, training and support to the office and field staff particularly during peak season, by listening to their needs and assisting them with solutions to their challenges/opportunities.

 

AAP/EEO STATEMENT

AlliedPRA believes in creating long-term relationships by being responsive and relevant and by consistently delivering value to our community and to our clients. Specifically with our employees, we focus on attracting, developing and retaining the best talent for our business, challenging our people, demonstrating a "can-do" attitude and fostering a collaborative and mutually supportive environment.

Diversity creates a healthier atmosphere: All qualified applicants will receive consideration for employment without regard to protected age classification, ancestry, color, religious creed, marital status, military and veteran status, national origin, race, sex, gender, gender identity, and gender expression. AlliedPRA will make every reasonable effort to accommodate individuals based on their disability status.  

AlliedPRA
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