PRODUCTION MANAGER

DEPARTMENT: Public & Private Events

REPORTS TO: Director of Public & Private Events

TYPE: Full-time (Exempt)

LEVEL: Mid-level

STARTING SALARY: $60,000

LOCATION: Miami Beach, FL

WORK SCHEDULE: Monday-Friday from 9:30am-5:30pm (onsite, with flexibility to work weekends, early mornings, and late evenings as necessary)

START DATE: As soon as possible

MISSION STATEMENT

The Bass, Miami Beach’s contemporary art museum, creates connections between international contemporary art and the museum’s diverse audiences. The Bass shares the power of contemporary art through experiences that excite, challenge, and educate.

JOB DESCRIPTION

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 client onboarding 
• Assist clients through the venue planning and production process
• Schedule and manage site visits by clients and vendors
• Ensure events work within venue rental guidelines
• Finalize BEOs to communicate event plans with internal departments to include floor plans, staffing needs, and setup instructions
• Collect and archive relevant documents (e.g. BEOs, contracts, ancillary agreements, riders, insurance certificates, permits, and other event documentation as needed)
• Assist clients with through the Special Event Permit process, when applicable
• Assist client with furniture rental needs to fulfill upsell revenue goals
• Assist client with signage/wayfinding plan including programming internal digital resources
• Conduct post-event inspection for damages and insurance claims
• Document client feedback in reservation system
• 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
• 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
• 1-2 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 to work on nights and weekends
• Fluency in Spanish language a plus

PHYSICAL REQUIREMENTS

• Must be in good physical condition with the capability to effectively use and operate various items of office equipment
• Must be able to move moderately heavy objects, including furniture, boxes, and other event items up to 35 lbs. when needed 
• Must be able to bend, stoop, walk, climb stairs, stand, and sit for extended periods of time
• Must be able to work a flexible schedule including evenings and weekends

COMPENSATION PACKAGE

The Bass offers a competitive salary and benefits package to all eligible employees, with a combination of carefully devised supplemental benefits, including:

• Health insurance, vision and dental plan coverage
• 401k
• Paid time off, including paid holidays, vacation days, sick days, and personal days

TO APPLY

Please submit a cover letter, resume, and three references (include full name, relationship to you, place of employment, phone number, and email) to Grace Castro, Director of Public & Private Events, at ------------. Include the Subject line “Production Manager Job Application” in your email. Applications will be considered on a rolling basis until the position is filled.

Due to the high volume of applications received, we are unable to respond to all inquiries. Please, no phone inquiries or in-person submissions. If your qualifications and experience match the needs of the current opening, we will contact you for an interview. 

The Bass is committed to creating a diverse environment. As an equal opportunity employer, all qualified applicants will be considered for employment without regard to race, color, religion, creed, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, marital status, political affiliation, or veteran status.