Production Manager

The Production Manager plays an integral role in the successful execution of public and private events at The Bass. Candidate is responsible for helping to plan and fully execute production elements of internal public programs and exceed client satisfaction of groups and individuals interested in experiencing the museum in a private group setting. The Production Manager is a dynamic, proactive, and hospitality-oriented individual with superior client-facing communication skills both verbal and written, committed to achieving the mission-driven revenue goals of the institution.

**RESPONSIBILITIES**
- Including but not limited to (items may apply to PUBLIC EVENTS):
- Oversee all elements of venue rental client onboarding
- Assist clients through the planning and production process
- Schedule and manage site visits by clients and vendors
- Ensure event plans work within venue rental guidelines
- Finalize BEOs to communicate event plans with internal departments to include floor plans, staffing needs, and setup instructions
- Assist clients with through the Special Event Permit process, when applicable
- Assist client with furniture rental needs, when needed
- Assist client with signage/wayfinding plan including programming internal digital resources
- Facilitate setup/breakdown, to include in-house furnishings, in preparation for load-in/out as well as in-house Audio/Visual to include troubleshooting as needed
- Conduct post-event inspection for damages and insurance claims
- Document client feedback in reservation system
- Collect and archive relevant documents (e.g. BEOs, contracts, ancillary agreements, riders, insurance certificates, permits, and other event documentation as needed)
- Manage vendors (i.e., sourcing, request quotes, manage load-in/out schedule and loading dock, invoicing/payments, COI requests, etc.) to include City of Miami Beach services
- Work with Operations to coordinate/manage staffing needs (security, janitorial, guest services, volunteers, docents, etc.)
- Work with Operations and vendors to ensure safety measures are implemented and guidelines are adhered to by all, including guests
- Work with Operations to perform building maintenance in anticipation of events, as needed
- Report attendance in reservation system and organization CRM
- Capture event photos for internal and marketing purposes
- Execute administrative tasks as required (date entry, filing, scanning, credit card reconciliation, event supplies inventory management and organization)
- Manage calendars to secure dates and troubleshoot conflicts
- Participate in strategic planning at the department level including implementation, outcome tracking, and assist with reporting within assigned projects
- Process payments to include W9 requests, vendor add requests, and archiving
- Oversee department intern, when required for support
- Liaise with Operations for production needs (facility, staffing, calendar coordination, etc.) and to troubleshoot logistical conflicts
- Liaise with Exhibitions for talent management related tasks (e.g. travel and onsite accommodations for talks and opening events), coordinate exhibition and event schedules, when needed
- Perform other duties as assigned
**QUALIFICATIONS AND DESIRED SKILLS**
- Some college preferred
- 3-4 years of experience in event planning and/or hospitality industry
- Resourceful, self-driven, innovative and strategic problem-solver
- Experience in fast-paced working environments
- Ability to pivot and provide new creative and effective solutions
- Exceptional written and verbal communication skills as well as presentation skills
- Detailed-oriented is a MUST
- Outstanding follow-up skills and attention to detail is a MUST
- Strong organizational, leadership and project management skills
- Strong computer and database management skills
- Software knowledge: Microsoft Office, Blackbaud ALTRU, Tripleseat, AllSeated, Financial Edge, DocuSign, Zoom, and Streamyard
- Flexible schedule is required t…