The Event Facility Manager is responsible for the overall readiness, maintenance, presentation, safety, logistics, and operational performance of all MICE and wedding venues and related equipment at AYANA Convention Center and integrated resort facilities. This includes all indoor ballrooms, meeting rooms, courtyards, rooftop terrace, wedding chapels, outdoor lawns, and any other event spaces, together with associated furniture, staging, AV infrastructure, lighting, sound systems, and ancillary equipment.
The role oversees the Logistics Supervisor (who handles monitoring of equipment transfer, vendor loading/unloading, equipment movement across venues, and inventory accuracy) to ensure seamless logistics flow, efficient resource utilization, and flawless venue execution, supporting the Director of MICE & Catering in delivering superior guest experiences, high venue utilization, and operational excellence in a luxury integrated resort environment.
Responsibilities
- Oversee daily/weekly inspection, preparation, and readiness of all event venues and outdoor spaces before load-in.
- Manage full lifecycle of venue & equipment: inventory control, preventive maintenance, repairs, replacements, and par stock levels across all facilities.
- Directly supervise the Logistics Supervisor to ensure effective monitoring of equipment transfer between venues/storage, safe and timely loading/unloading of vendors/suppliers, smooth equipment movement (indoor/outdoor), and accurate real-time inventory tracking.
- Coordinate and supervise venue setup/teardown crews to ensure accurate layouts, furniture placement, staging, dance floors, aisles, and décor rigging per BEO requirements.
- Maintain and control access to loading dock, back-of-house areas, storage rooms, and equipment staging zones during events; enforce protocols for vendor coordination and equipment security.
- Monitor and manage facility-related elements: temperature control, acoustics, power distribution, lighting levels, Wi-Fi coverage, and weather contingencies for outdoor venues.
- Conduct pre-event walk-throughs with Conference & Event Services Manager, AV/Technical Manager, and Logistics Supervisor to verify venue condition, setup quality, logistics readiness, and compliance with safety/brand standards.
- Identify and resolve facility and logistics issues (e.g., equipment delays, vendor unloading problems, minor repairs, cleanliness) proactively before and during events.
- Track venue wear-and-tear, damage reports, equipment movement logs, and maintenance records; coordinate with Engineering/Maintenance for major repairs or upgrades.
- Ensure full compliance with health, safety, fire, hygiene, and sustainability regulations across all event venues, equipment, and logistics operations.
- Ensure full compliance with health, safety, fire, hygiene, and sustainability regulations across all event venues, equipment, and logistics operations.
- Prepare post-event facility and logistics reports: document condition, equipment usage/movement, issues resolved, vendor performance, and recommendations for improvements.
Requirements
- Minimum diploma or degree in Hospitality Management, Facility Management, Engineering, Events Management, Logistics/Supply Chain, or related field
- 3–5 years of experience in venue/facility operations, banquet setup, or event logistics management in luxury hotels, resorts, or convention centers
- At least 2–3 years in supervisory/managerial role overseeing venue readiness, equipment inventory, setup crews, and logistics teams
- Strong practical knowledge of event venue management: layouts, capacities, furniture configurations, staging/rigging, loading dock/logistics, power/acoustics/temperature systems, outdoor weather contingencies, and equipment movement/transfer protocols
- Proven experience supervising logistics/equipment handling (transfer, vendor loading/unloading, inventory monitoring) in high-volume event environments
- Good understanding of basic AV/lighting/sound infrastructure and high-tech meeting room requirements
- Ability to lead and motivate setup, logistics, and teardown teams in peak-season, high-pressure settings
- Excellent organizational skills, attention to detail, and inventory/logistics tracking expertise
- Strong problem-solving and quick decision-making under pressure
- Good knowledge of health, safety, fire, hygiene, and sustainability regulations
- Proficient in Microsoft Office and hotel/facility/logistics management systems (e.g., Opera, maintenance/inventory software)
- Fluency in English (written & spoken); Bahasa Indonesia preferred
- Flexible to work extended hours, weekends, public holidays, and peak periods
- Positive attitude, cultural sensitivity, and commitment to AYANA’s luxury standards and Balinese hospitality