Coordinator - Sales and Rentals

Del Mar Fairgrounds/22nd District Agricultural Association • Del Mar, CA

108d

About The Position

This position supports the Sales and Rentals Department by coordinating year-round interim events, processes, communications, and logistics to ensure smooth and efficient operations.

Requirements

• Excellent customer service and communication skills.
• Detail-oriented with strong organizational skills.
• Quick learner with the ability to multi-task and work independently.
• Ability to meet deadlines.
• Knowledge of office procedures and office equipment including computers and applicable software applications.
• Good judgement and professionalism.

Responsibilities

• Responsible for the overall coordinating of assigned Interim Events.
• Meets with promoters to ascertain equipment/labor needs and other relative event requirements.
• Insures opening readiness of the rented grounds.
• Serves as the District’s liaison during the event.
• Troubleshoot issues arising from patrons, vendors and promoters.
• Coordinates the responsibilities of all other relative departments to ensure the Events are running smoothly.
• Attends weekly Event Service Meetings to review distributed event information.
• Coordinates all post event invoices after the event and insures accuracy of billing and payment information.
• Gathers feedback and report on event success.
• Coordinates vendor communication during the San Diego Fair by providing excellent customer service in person, by phone, and via email.
• Answers questions promptly from vendors and partners while handling frequent interruptions.
• Coordinates vendor paperwork by reviewing, verifying, and maintaining forms, contracts, and documents.
• Assists vendors with questions and ensures accuracy and completeness.
• Maintains and updates vendor records using vendor management software to ensure information is accurate and accessible.
• Coordinates insurance compliance by tracking and organizing insurance documents for all vendors.
• Monitors financial compliance by tracking vendor payments and maintaining accurate payment records.
• Coordinates contract workflow by tracking the status of contracts and ensuring deadlines are met.
• Prepares and distributes vendor information including packets, updates, and materials needed for participation.
• Coordinates vendor packet assembly by preparing, copying, and organizing employment packets, forms, and other materials.
• Operates office equipment and applications including computers, copier, scanner, fax machine, and department software to support vendor operations.
• Ensures compliance with regulations when handling sensitive and confidential information.
• Supports departmental projects by assisting the team in planning and executing special projects and initiatives.

What This Job Offers

• Number of Employees: 11-50 employees