Community Events Coordinator
ESSENTIAL FUNCTIONS: (Essential functions, as defined under the Americans with Disabilities Act, may include the following tasks, knowledge, skills and other characteristics. This list is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and tasks performed by incumbents of this class.)DUTIES AND RESPONSIBILITIES: (which are not in any hierarchical order)
- Places and confirms orders for required materials and event components such as security, tenting, waste management and fencing.
- Coordinates logistics for City events including the development of site plans and site operations plans.
- Develops and coordinates monthly promotions for City events.
- Oversees and negotiates contracts with food vendors, beverage providers and catering companies to provide hospitality services.
- Prepares and maintains budgets,monitors and records related expenses and revenues, responsible for vendor billing and reconciliations.
- Solicits and maintains sponsors for City events.
- Composes and negotiates event related contracts for services and entertainment.
- Arranges and coordinates road closures and detours, requests and coordinates City services for sanitation, grounds operations, traffic operations, police, fire/EMS, banner placements and electrical services.
- Provides supervision to others assigned to assist in events production including site set-up and break down.
- Creates and distributes related written materials to customers, participants and other involved organizations and individuals.
- Meets with community groups and non-profit organizations regarding events.
- Coordinates and supervises internship program.
KNOWLEDGE, SKILLS AND ABILITIES:
- Knowledge of City resources for community events.
- Knowledge of County, State and City codes regarding food preparation and service.
- Knowledge of the principles and techniques of event scheduling.
- Knowledge of budgeting.
- Knowledge of the principles and practices of program management.
- Knowledge of the principles and practices of marketing.
- Skill in developing and maintaining effective relations.
- Skill in negotiating contracts for entertainment, hospitality and logistical services.
- Skill in scheduling, organizing and administering community events.
- Skill in workload management.
- Skill in using project management software.
- Skill in supervision.
- Ability to communicate effectively orally and in writing.
- Ability to work flexible hours including evenings and weekends.
- Ability to establish and maintain effective working relationships with supervisors, peers, employees, and members of the general public.
MINIMUM QUALIFICATIONS: Bachelor’s Degree from an accredited college or university with a major in Business Administration, Marketing, Recreation or a related field and (3) years experience in the field of event management including one (1) year supervisory experience, or any equivalent combination of training and experience. A valid driver’s license from any state (equivalent to a State of Florida Class E) may be utilized upon application; with the ability to obtain the State of Florida driver’s license within 30 days from day of appointment.
Last revision: August 2010