Events & Tournament Coordinator

City of Kennewick•Southridge Sports Complex (SSC), WA

4d•Onsite

About The Position

The Recreation Division is seeking a highly organized and customer-focused professional to coordinate and execute events, tournaments, and facility rentals throughout the City of Kennewick. This position is responsible for managing the complete event lifecycle, including permitting, scheduling, contracts, billing, logistics, and on-site event support. The City of Kennewick will provide excellent public service and ensure the safety and wellbeing of our community and one another through the empowerment of each employee. We value integrity, inclusiveness, stewardship, and communication. We are accountable to our community for innovative and collaborative efforts that anticipate needs, leverage resources, and deliver solutions. We expect our employees to ensure compliance with all applicable safety practices and policies, including those established by OSHA/DOSH regulations and by the City's Accident Prevention Plan. This includes but is not limited to actively identifying and correcting potential hazards that may affect employee and public safety, including those identified by co-workers. Leading by example to promote a positive culture of workplace safety through everyday action; emphasizing safe completion of work throughout all aspects of developing and carrying out work plans. This is a unique position within the Parks and Recreation Department responsible for coordinating and executing internal and external events and tournaments across City of Kennewick facilities. The position manages the full event lifecycle—from initial application and permitting through on-site activation, close-out, and final billing. Indoor and outdoor contracted events include, but are not limited to, sports tournaments, banquets, community fundraisers, conferences, runs/walks, company picnics, and bazaars. The position executes and assists with City-hosted events including Numerica Family Day, Zombie Dash, and others. The position also assists with facility operations at the Southridge Sports and Events Complex.

Requirements

Bachelor’s degree in Recreation Management, Hospitality Management, Event Management, or a related field, plus 3 years of experience in event and tournament coordination, management, and execution; or any equivalent combination of relevant education and experience sufficient to demonstrate the knowledge, skills, and abilities required to perform the duties listed above.
Must possess and maintain a valid State of Washington driver’s license.
Must have a valid First Aid and CPR Certification, or ability to obtain within (6) months of hire date.
Must have a valid Crowd Manager Training Certification, or ability to obtain within six (6) months of hire date.
Availability to work a variable schedule including days, evenings, and weekends.
Must pass a criminal background investigation.
Must maintain a level of mental and physical fitness required to perform the essential functions of this classification.
Thorough understanding of the complete event lifecycle: application and permitting, pre-event coordination, on-site activities, post-event close-out, and final billing.
Experience with or ability to quickly learn event management and permitting platforms (e.g., Kennewick EventHub) and scheduling/registration systems (e.g., CivicRec).
Ability to understand and manage billing cycles, process invoices, and maintain accurate accounts receivable records.
Ability to learn and navigate the functions of City departments and operate effectively on cross-functional teams.
Demonstrated ability to draft, review, and interpret event agreements and facility use contracts, ensuring terms and conditions are clearly defined, legally consistent, and enforceable.
Ability to monitor and enforce compliance with event agreement terms and conditions and applicable special event permit regulations, ensuring all contractual and regulatory obligations are met in full and on schedule.
Demonstrated ability to plan, organize, multitask, and prioritize in fast-paced, high-volume environments.
Demonstrated ability to work effectively with the public, event organizers, vendors, and community partners.
Flexibility and creative problem-solving skills to accommodate changing conditions and competing event demands.
Proficiency in Microsoft Office Suite and general computer operating systems.
Ability to promote events via social media platforms.
Ability to read and interpret site/venue maps and develop event layouts and floor plans.
Demonstrated ability to be organized, prioritize competing tasks, manage multiple deadlines simultaneously, and maintain accurate records and filing systems to ensure efficient workflow and timely completion of assignments.
Understanding of event sponsorship life cycles and activations.
Must maintain regular attendance and punctuality.

Responsibilities

Manages the complete event lifecycle, from initial event application and permitting through on-site activities, post-event clean-up, and final close-out billing; maintains accurate documentation and ensures timely completion of all stages.
Administers Special Event Permits via the Kennewick EventHub platform—the City's primary permitting and event management system.
Guides external event organizers through the event application and permit submission process, ensuring all required documentation and information are submitted based on the specific requirements of each event.
Administers event location scheduling and facility calendar management through the CivicRec platform.
Consults with prospective facility users regarding plans and requirements; reviews applications, determines event acceptability, identifies the appropriate facility, and interprets City regulations for facility users.
Coordinates contracted events, tournaments, and facility use groups inside the Southridge Sports and Event Complex Pavilion (convention center-style, up to 1,500 guests) and outdoor venues at Columbia Park and other City parks and facilities.
Coordinates facility-use agreements with local sports groups, including long-term rentals and seasonal leagues.
Drafts event agreements and billing instructions; ensures compliance with agreement terms and conditions prior to each event date.
Manages event and tournament billing processes and understands the full billing cycle; processes invoices and accounts receivable accurately and on schedule.
Collects and conducts an initial review of event risk and compliance documentation, including certificates of insurance, emergency management plans, vendor credentials, and other required permits and authorizations.
Serves as the primary liaison between event/tournament organizers, the public, and City departments prior to and during events, ensuring policies, permits, facilities, equipment, physical setup, pre-event walk-throughs, and personnel meet event requirements and contractual obligations.
Organizes and implements City-hosted events including planning, identifying and securing locations, materials, supplies and activities, facilitating setup and clean-up, providing on-site management, and scheduling and directing staff and volunteers.
Coordinates operational support for all events and tournaments at Columbia Park, Southridge Sports and Events Complex, and other City-owned facilities and parks, ensuring client satisfaction and positive guest experience.
Assists in developing long-range scheduling plans to accommodate new users; assists in preparing monthly, quarterly, and annual event schedules.
Develops working knowledge of City department operations through ongoing collaboration; partners with City departments and maintenance staff to coordinate logistics, resolve operational needs, and ensure the highest possible level of event and guest satisfaction.
Assists customers by providing information and registering them for events, concession services, programs, and activities.
Plans and supports outreach efforts at City recreation facilities and in the community in coordination with facility management and staff.
Purchases and manages inventory of event-related materials; reviews and processes invoices and accounts receivable.
Assists with City hosted event budget preparation; monitors financials and makes adjustments to remain within budget.
Promotes upcoming events and tournaments via social media platforms to drive awareness and attendance.
Identifies, solicits, and coordinates sponsors for City-hosted events; supports sponsor fulfillment and maintains relationships with current and prospective community and business partners.
Responds to event-related calls after hours and on weekends as needed.
Other duties as assigned.