Event Coordinator (Austin Parks and Recreation)
About The Position
Under general supervision, provide technical assistance in planning scheduled events in a public assembly/event facility. Serves as primary department contact with event client after contracting process is completed. Assists in scheduling and booking of events. Conducts and coordinates pre-convention/event meetings to identify client's expectations/needs. Collects pre-convention/event information to ensure adequate space, personnel, equipment, etc. is available and to develop event work order. Coordinates exhibitions, trade shows, meetings etc. Coordinates planning sessions with parking, security, maintenance, event services, and contracted divisions. Develops/draws diagrams for convention/event set-up. Reviews/inspects work to ensure facility is ready for use. Inspects to accept/reject set-up, equipment, materials, workmanship, etc. Enforces rules/regulations concerning the use of facility and ensure adherence to contractual terms. Confers with representatives of user organizations and contractors (i.e. clients, outside food and beverage, outside audio/visual and decorators). Coordinates the facility/departmental operational services during events. Conducts and coordinate post-convention/event meetings to discuss any client concerns, issues, etc. that occur during the event. Compiles data/information for cash reports, cost estimates, revenue estimates, etc. Writes/drafts routine correspondence, informational reports. Develops and makes presentations to clients, service providers and represent. facility/department as needed. Answers client/citizen questions and provide assistance. The purpose of the Event Coordinator position is to provide oversight and logistical support for youth and adult programs, special events, and contract/partner relationships. This position will involve planning, managing, and executing events and programs and coordinating rentals of outdoor spaces and facilities. The position will interface with numerous community organizations, city departments, and vendors and will also require cash and budget responsibilities, contract management, and implementing facility policies and procedures.
Requirements
- Graduation with a bachelor’s degree from an accredited college or university with major coursework in Business Administration, Public Administration, Marketing, Liberal Arts or related field plus one (1) year of relevant work experience in a convention center, public assembly/event facility or other related facility/industry.
- Experience may substitute for education up to the maximum of four (4) years.
- Knowledge of facility and event planning.
- Knowledge of principles and processes for providing customer and personal services.
- Knowledge of Federal, State and Local laws.
- Knowledge of city practice, policy and procedures.
- Knowledge of business and management principles involved in resource allocation, strategic planning, human resources and coordination of people and resources.
- Knowledge of principles and methods for showing, promoting, and selling products or services.
- Knowledge of marketing strategy and tactics, product demonstration, sales techniques and sales control systems.
- Skill in oral and written communication.
- Skill in handling multiple tasks and prioritizing.
- Skill in using computer and related software.
- Skill in planning and organizing.
- Skill in data analysis and problem solving.
- Ability to work with frequent interruptions and changes in priorities.
- Ability to establish and maintain good working relationships with other city employees and the public.
- Tasks may involve bending, lifting, walking, carrying, or using a force equal to lifting up to thirty-five (35) pounds.
- Must be physically and mentally able to communicate, respond and work with participant’s needs and safety issues.
Nice To Haves
- Demonstrated ability or experience in interfacing with and working with diverse communities and cultures.
- Experience planning, executing, and marketing large events and public activities within diverse communities.
- Experience training and mentoring program and rental team members.
- Experience working with contracted vendors and partners for community programs and events.
- Experience working in a government or municipal environment.
- Skills in event management software such as RecTrac, layout/diagramming software, and/or similar software.
- Skills in contract management and implementation.
- Intermediate level or above in Microsoft Office to include Word, Excel, Publisher, PowerPoint, Teams, SharePoint, and Outlook.
Responsibilities
- Serves as primary department contact with event client after contracting process is completed.
- Assists in scheduling and booking of events.
- Conducts and coordinates pre-convention/event meetings to identify client's expectations/needs.
- Collects pre-convention/event information to ensure adequate space, personnel, equipment, etc. is available and to develop event work order.
- Coordinates exhibitions, trade shows, meetings etc.
- Coordinates planning sessions with parking, security, maintenance, event services, and contracted divisions.
- Develops/draws diagrams for convention/event set-up.
- Reviews/inspects work to ensure facility is ready for use.
- Inspects to accept/reject set-up, equipment, materials, workmanship, etc.
- Enforces rules/regulations concerning the use of facility and ensure adherence to contractual terms.
- Confers with representatives of user organizations and contractors (i.e. clients, outside food and beverage, outside audio/visual and decorators).
- Coordinates the facility/departmental operational services during events.
- Conducts and coordinate post-convention/event meetings to discuss any client concerns, issues, etc. that occur during the event.
- Compiles data/information for cash reports, cost estimates, revenue estimates, etc.
- Writes/drafts routine correspondence, informational reports.
- Develops and makes presentations to clients, service providers and represent. facility/department as needed.
- Answers client/citizen questions and provide assistance.
- Provide oversight and logistical support for youth and adult programs, special events, and contract/partner relationships.
- Planning, managing, and executing events and programs.
- Coordinating rentals of outdoor spaces and facilities.
- Interfacing with numerous community organizations, city departments, and vendors.
- Cash and budget responsibilities.
- Contract management.
- Implementing facility policies and procedures.
Benefits
- medical
- paid leave time
- great retirement plan
- training opportunities
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
