Director of Operations
hace 1 mes
Irvine
Job Description SUMMARY: The Director of Operations is responsible for managing all event setup, teardown, and venue conversion activities. This role ensures the venues PSQ manages are physically and operationally prepared for a wide range of events including concerts, sports, family shows, corporate functions and community festivals. The director leads a crew of full-time and part-time conversion and operations staff and contractors, oversees day-to-day venue operations, and implements systems and SOP's for efficiency, inventory control, fiscal oversight, high quality presentations and safety compliance. This position is crucial in maintaining PSQ's reputation for top-notch presentation, adaptability and guest satisfaction. ESSENTIAL JOB DUTIES AND RESPONSIBILITIES: Those duties necessary to meet the minimum requirements of the position. Other duties may be assigned: Team Leadership & Development • Oversee the planning, coordination, and deployment of all BOH staff, including conversion crew, janitorial, decorators, fabricators, staging and other related contractor., • Oversee janitorial operations, including scheduling, performance standards, supply needs, and vendor coordination to ensure all venues are clean, safe, and guest-ready before, during, and after events., • Ensuring staffing levels align with event logistics, operational requirements, and approved labor budgets, while prioritizing safety and efficiency., • Lead labor recruitment and staff development initiatives, including creating advancement pathways, providing coaching, and maintaining up-to-date job descriptions and SOPs based on industry best practices and legal requirements to ensure operational clarity., • Act as the "Manager on Duty" during events, providing hands-on direction, supporting rapid issue resolution, and mentoring other managers to ensure operational excellence and a hospitality-driven experience., • Serve as a communication bridge between departments, providing timely updates and ensuring alignment across planning, execution, and follow-up regarding back of house operations and contractors., • Plan and manage all physical venue and event setup/teardown including chairs, tables, fencing, staging, furnishings, and equipment., • Manage labor deployment for conversion crews, ensuring timely and safe execution of changeovers., • Develop detailed conversion plans including floor diagrams, setup timelines, and crew task assignments., • Ability to make sound, time-sensitive decisions independently, particularly during high-pressure event scenarios with limited oversight., • Develop comprehensive event logistics plans including advance sheets, CAD layouts, power/sewer/water plan, IT plan, labor deployments, and production timelines for multiple events simultaneously and large multi-day festival productions., • Oversee and plan in advance the safe move-in and out of all vendors including but not limited to service contractors such as fencing, power/IT distribution, tenting, lights/sound/stagings, fabricators, decorators, etc. to vendors such as foodservice, retail, sponsors, attractions, carnival, etc., • Lead the organization and installation and removal of all signage, working collaboratively with internal departments with a realtime inventory of signage., • Source and coordinate competitive quote process for procurement and rental of essential event equipment, materials, and other operational supplies., • Leverage event management tools and technology-including, but not limited to, When I Work for staff scheduling, Asana for project coordination, and Momentous for venue and operations management-to streamline planning, logistics, and post-event reporting., • Lead change management initiatives within the department, identifying process gaps and implementing scalable improvements to enhance efficiency, safety, and service quality., • Ensure compliance with crowd control, ADA accessibility, and public assembly best practices per NFPA 101 and IAVM guidelines., • Maintain strong inventory controls of all equipment, materials, and supplies across multiple storage and operations locations to ensure real-time visibility, accountability and reconciliation of assets., • Ensure equipment is consistently organized, labeled, tracked, stored properly across event sites and storage areas., • Manage the cleaning and repair of all equipment and supplies, ensuring attention to detail is always observed ensuring high quality presentation and safety standards., • Develop training based on best practices safety protocols and safety mitigation., • Ensure adherence to OSHA standards and workplace safety regulations, promoting a safe working environment through training, oversight, and ongoing compliance with federal, state, and local laws., • Oversee the safe operation of equipment such as trucks, forklifts, boom lifts, carts, ensuring operators have been certified with training and SOP's are enforced., • Responsible to understand and ensure compliance with all fire permit guidelines including but not limited to fire/emergency access lanes and points, emergency exit signage, fire extinguishers, fuel/propane storage, electrical usage., • Work closely with HR to understand workers compensation procedures and ensuring injuries are properly handled., • Own the creation, approval, and reconciliation of labor and equipment budgets with detailed deployments and production timelines, with full autonomy to make budgetary decisions within established thresholds., • Establish and track key performance indicators (KPIs) to measure team effectiveness, operational effectiveness, guest experience scores and inventory usage trends., • Work closely with Finance to review labor, equipment and service contractor reports and ensure expenses are within the approved budget during the planning and execution process., • Directly responsible for managing department and event/venue budgets related to operations, providing monthly reports to senior management., • Ensure all event-related expenses are pre-approved in writing by the promoter and invoices and financial documentation are submitted, reconciled, and closed out within 48 hours of event completion to maintain accurate and timely reporting., • Collaborate with Finance and senior management to ensure timely reconciliation and accurate financial reporting of event-related expenditures., • Oversee and improve systems that monitor loss, damage, and equipment lifecycles, and use data to inform future purchasing decisions., • Ensure full compliance with timekeeping policies, including accurate clock-ins, clock-outs, and adherence to mandated meal and rest breaks., • Collaborate with internal departments to align operational planning with client activation goals, branding initiatives, and revenue-driving features., • Maintain strong relationships with clients, venues, and industry partners to support current operations and identify new business opportunities., • Lead in the effective follow-up with customers and potential customers meeting the established company goal of within one business day., • Minimum of 7-10 years of experience managing large-scale events, with a strong track record of operational leadership and enforcing safety protocols., • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint); familiarity with platforms such as Asana, When I Work, and Momentous is preferred., • Exceptional time management, organizational, and decision-making skills, with the ability to prioritize competing deadlines and navigate high-pressure environments independently., • Strong customer service orientation with excellent interpersonal skills for working with both internal teams and external clients., • Highly professional, self-motivated, and discreet, with the ability to handle sensitive information and lead others through dynamic or challenging scenarios., • Must be available to work long and irregular hours, including evenings, weekends, and holidays, based on event schedules and operational needs, • This role is primarily based at the PSQ office in Irvine (Monday-Friday, 9:00 a.m. to 5:00 p.m.), with frequent travel to event sites required., • Must be able to walk, stand, bend, and reach for extended periods and navigate large event sites, including uneven terrain or temporary structures., • Regular exposure to outdoor conditions such as heat, cold, rain, and loud noise during event setup and execution., • Occasionally required to lift or move items up to 25 pounds and may need to climb stairs depending on the event site. The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. This is not intended to be an exhaustive list of all responsibilities, duties and skills required of personnel so classified. Other duties and responsibilities may be assigned, with or without notice. PSQ Productions will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act. You do not need to disclose your criminal history or participate in a background check until a conditional job offer is made to you. After making a conditional offer and running a background check, if PSQ Productions is concerned about conviction that is directly related to the job, you will be given the chance to explain the circumstances surrounding the conviction, provide mitigating evidence, or challenge the accuracy of the background report. Find out more about the Fair Chance Act by visiting calcivilrights.ca.gov/fair-chance-act/.