Coordinator, Special Events (55142)

DIAMOND BASEBALL HOLDINGS LLC•Scranton, PA

About The Position

The Coordinator, Special Events is a pivotal role responsible for maximizing the use of PNC Field beyond RailRiders game days through the successful booking, planning, and execution of third-party non-ticketed rentals and private events. Additionally, this position will be the primary liaison for all game-day entertainment, ensuring a dynamic, professional, and engaging experience for all fans. This role requires a blend of sales acumen, logistical expertise, and creative vision.

Requirements

Minimum of 3-5 years of progressive experience in event management, facility sales, or sports entertainment production.
Proven track record in B2B (business-to-business) sales, specifically related to venue rental or event services.
Exceptional verbal and written communication skills for professional correspondence, proposal development, and contract negotiation. Demonstrated ability to prospect and close sales leads for venue rentals.
Expert knowledge of event planning, production, and execution. High proficiency in budget management and financial tracking.
Proven ability to identify, book, and manage professional talent. A strong understanding of in-game presentation and creating a dynamic fan atmosphere.
Must be highly organized, detail-oriented, and capable of managing multiple projects simultaneously under tight deadlines. Flexibility to work non-traditional hours, including evenings, weekends, and holidays, particularly during the baseball season and for booked events.
Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint) and experience with CRM (Customer Relationship Management) software is preferred.

Nice To Haves

Bachelor’s degree (BA or BS) in Sports Management, Hospitality, Marketing, or a related field. Exceptional candidates with equivalent professional experience will also be considered.
Prior experience in a professional or collegiate sports environment, particularly within the Minor League Baseball (MiLB) system.
Knowledge of local bands, entertainers, and event vendors in the Scranton/Wilkes-Barre region is highly preferred.

Responsibilities

Actively prospect, solicit, and manage the rental of PNC Field facilities (e.g., club spaces, suites, field, concourse) for non-ticketed, private events, including corporate meetings, company picnics, private parties, banquets, and non-public group outings,parking lot rentals, etc.
Serve as the primary point of contact for all external clients from initial inquiry through event completion, ensuring a high level of customer satisfaction.
Coordinate all necessary logistics for booked events, including catering, staffing, security, audio/visual needs, setup, and teardown, working closely with internal departments and approved external vendors.
Develop and implement strategies to meet or exceed annual revenue goals for non-ticketed rental income.
Draft, negotiate, and manage rental agreements and contracts, ensuring compliance with all facility policies and regulations, including insurance and liability requirements.
Contract and manage all necessary game-day talent, including but not limited to, national anthem performers, color guards, ceremonial first pitches, pre-game acts, and between-inning entertainment (e.g., mascots, stunt teams, musical acts).
Work closely with the Marketing and Promotions team to integrate booked entertainment seamlessly into theme nights and promotional activities.
Assist in the execution of on-field contests, promotions, and interactive segments to enhance the fan experience and atmosphere.
Manage the entertainment budget, ensuring cost-effective booking of high-quality acts and accurate expense tracking.
Maintain and grow a comprehensive database of local, regional, and national entertainment acts.
Coordinate staffing needs for all events (non-game day), including scheduling, training, and managing event staff/volunteers as required.
Maintain strong communication with all RailRiders departments (Operations, Sales, Marketing, Food & Beverage) to ensure seamless event execution and adherence to brand standards.
Ensure all events adhere to safety regulations, ADA requirements, insurance policies, and MLB/Minor League Baseball operational standards.