Part-Time Special Events Coordinator

Part-Time Special Events Coordinator

Position Summary

Performs responsible administrative and event coordination work in support of the City's Civic Center and community events. Responsibilities include planning, coordinating, scheduling, and overseeing events held at the Civic Center and other City facilities. Work involves providing excellent customer service to renters, vendors, community organizations, and the public while ensuring facilities are prepared, events operate smoothly, and City policies are followed.

This position exercises independent judgment in coordinating event logistics, maintaining facility schedules, preparing event documentation, processing reservations and payments, and communicating with City departments to ensure successful event operations. The Special Events Coordinator may assist with marketing, promotions, and community outreach while supporting the overall operation of the Civic Center.

Essential Duties and Responsibilities

Essential and other important duties may include, but are not limited to, the following:

• Coordinates, schedules, and manages reservations for the Civic Center and other designated City facilities.

• Serves as the primary point of contact for customers, vendors, community organizations, and event organizers regarding facility rentals and special events.

• Assists customers throughout the event planning process, including explaining rental policies, availability, fees, contracts, and facility requirements.

• Prepares rental agreements, invoices, deposits, receipts, and other event-related documentation.

• Coordinates event logistics including room layouts, equipment needs, vendor access, setup and cleanup schedules, and special accommodations.

• Works closely with Public Works, Parks, Police, Fire, and other City departments to coordinate event support and ensure successful event operations.

• Conducts facility inspections before and after events to verify cleanliness, identify damages, and ensure compliance with rental agreements.

• Monitors events as needed to ensure compliance with City policies, safety requirements, and facility regulations.

• Maintains accurate event calendars, reservation schedules, customer records, and event files.

• Assists with budgeting for Civic Center operations and monitors event-related revenues and expenditures as assigned.

• Processes payments and maintains accurate financial records related to rentals and event activities.

• Assists with marketing and promoting Civic Center rentals, City-sponsored events, and community activities through social media, printed materials, and other communication methods.

• Coordinates decorations, signage, and event materials as appropriate.

• Assists with planning, organizing, and implementing City-sponsored festivals, celebrations, meetings, and special events.

• Provides exceptional customer service by responding promptly to inquiries, resolving concerns, and maintaining positive relationships with customers and community partners.

• Utilizes computer software to maintain records, prepare reports, generate correspondence, and manage event scheduling.

• Assists with ordering office and event supplies as needed.

• Participates in special projects and process improvement initiatives.

• Performs other duties as assigned.

Essential Personnel Designation

This position may be designated as essential personnel. The employee may be required to remain on duty or report to duty during emergency or disaster situations, including hurricanes or other declared emergencies, as directed by the City.