PT Special Events Coordinator

Town of Wake Forest•Town Hall, NC

1d•Onsite

About The Position

This position is responsible for developing, implementing, and supervising special needs programs, under the direction and supervision of the Recreation Specialist—Special Events. Employee Values: The Town of Wake Forest employees are expected to uphold and exhibit the Town’s shared employee values of caring, commitment, character, and collaboration.

Requirements

Any combination of education and experience equivalent to graduation from an accredited college or university with major coursework in event management, communications, hospitality, or related fields and some experience in event planning and management.
Once an offer of employment has been extended, candidates will undergo a thorough background investigation, including NC State Bureau of Investigation fingerprinting.

Responsibilities

Plan, coordinate and lead Parks and Recreation Special events.
Manage all logistical aspects of special events, including applicable permitting, run-of-show management, vendor management, creation of site maps, set-up/tear-down responsibilities, staff coverage, volunteer supervision, and conflict resolution.
Communicate and coordinate needs and adhere to deadlines with internal departments (Marketing/PR, Public Safety, Public Works, etc.) and outside contractors/agencies.
Monitor potential concerns for customers and vendors to assure event safety and access.
Maintain timeliness so that program and event operations begin on time.
Enforce Park and event rules and regulations.
Research and secure necessary resources to improve the quality of the events.
Pursue and maintain partnership opportunities with local organizations/vendors.
Research and recruit talent, including musicians, bands, characters, and other entertainment.
Establish and maintain good working relationships with various groups, including town staff, chamber of commerce, schools, civic groups, churches, businesses, arts councils, and the like.
Maintain adequate supplies for programs and events, including outreach needs.
Work varying hours contingent upon event, program, and activity demands, including weekdays, nights, and weekends.
Perform administrative duties, including, but not limited to, managing program registration and participation, tracking event budgets, purchasing, and keeping equipment and supply inventory updated.
Monitor the events budget; monitor transactions associated with the events budget, including payment requests, contract submissions, and credit card reconciliation.
Initiates contract process with vendors
Assists with department-wide projects as directed.
Receive and respond to inquiries, concerns, complaints, and requests for assistance.
Build and maintain relationships with vendors and patrons, providing outstanding customer service through various communication methods when assisting the public.
Assist with other duties as required.
Recruit and supervise part-time staff, volunteers, performers, and contract instructors for special events.
Gather feedback and provide post-event evaluations and follow-up, including a financial assessment of each program or event.
Provide exceptional customer service, both internally and externally.
Attend training, conferences, seminars, meetings, etc., to maintain awareness of changing trends and legislation in special events.
Other duties as required.