Special Events Coordinator

City of San Luis•Parks and Recreation, AZ

11h

About The Position

Under general supervision of the Recreation Manager, the Special Events Coordinator plans, coordinates, promotes, and evaluates community special events, festivals, and cultural arts programs sponsored or co-sponsored by the City. The role coordinates event development and implementation, including budgeting, logistics, vendor and sponsor coordination, marketing, staffing, volunteer management, safety planning, and evaluation. The Coordinator works with City departments, community organizations, businesses, and external agencies to deliver high-quality events that enhance community engagement and support departmental goals. The position requires knowledge of event planning and operations, event logistics, marketing and public relations, sponsorship development, budgeting and cost recovery, contract administration, procurement, public-event safety and risk management, community resources, and modern office and event-management systems. The Coordinator must be able to organize multiple projects, execute events of varying size and complexity, maintain effective relationships, analyze outcomes, make sound decisions, interpret policies and safety requirements, meet deadlines, and lead and train staff and volunteers. Evening, weekend, and holiday work is required as needed to support events. Minimum qualifications are a high school diploma or GED and three years of full-time, progressively responsible experience planning, coordinating, and implementing special events, recreational programs, community activities, or similar programs. Required credentials are an Arizona Driver’s License, Level 1 Fingerprint Clearance Card, and First Aid/CPR Certification. Applicants must reside in the United States and within 25 miles of the City of San Luis and must pass an extensive background check. Spanish bilingual ability and San Luis residency are preferred. Work takes place in varied weather conditions and outdoors, with a requirement to use a vehicle on City business. Duties include sitting, walking, standing, communicating, handling and operating objects or controls, reaching, repetitive hand or wrist movements, and lifting. The employee is frequently required to lift up to 10 pounds unaided, and work may also require lifting objects over 100 pounds. Vision, safe operation of City vehicles, and the ability to stand, stoop, and walk are required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Requirements

High school diploma or GED equivalent.
Three years of full-time, progressively responsible experience planning, coordinating, and implementing special events, recreational programs, community activities, or similar programs.
Arizona Driver’s License, valid at appointment and maintained throughout employment.
Level 1 Fingerprint Clearance Card, valid at appointment and maintained throughout employment.
First Aid/CPR Certification, valid at appointment and maintained throughout employment.
Residency in the United States and within 25 miles of the City of San Luis.
Ability to pass an extensive background check.
Ability to work evenings, weekends, and holidays as required to support special events.
Knowledge of principles and practices for planning, coordinating, implementing, and evaluating events, festivals, cultural arts programs, and public gatherings.
Knowledge of event logistics, including site planning, crowd management, traffic control, security coordination, permitting, vendor management, and operations.
Knowledge of marketing, public relations, sponsorship development, and community outreach strategies.
Knowledge of budget development, financial tracking, cost-recovery methods, and revenue generation through sponsorships and partnerships.
Knowledge of contract administration and procurement practices for event services, equipment rentals, entertainers, and vendors.
Knowledge of safety, health, sanitation, and risk-management standards applicable to public events and recreational activities.
Knowledge of community organizations, businesses, agencies, and resources that support events and community engagement.
Knowledge of modern office practices, procedures, and equipment, including event-management software, recreation-management systems, and computer applications.
Skill in establishing effective working relationships and interacting with the public.
Skill in recognizing and correcting dangerous situations to help prevent emergencies, and enforcing rules and regulating participant conduct.
Skill in generating interest and enthusiasm among constituents.
Skill in planning, organizing, and managing multiple events and projects simultaneously.
Skill in coordinating complex event logistics and resolving operational issues.
Skill in preparing and administering budgets, contracts, reports, and other event-related documents.
Skill in developing marketing and promotional materials to increase participation and community awareness.
Effective oral and written communication skills.
Ability to coordinate and execute events of varying size and complexity.
Ability to establish and maintain effective relationships with City staff, elected officials, community groups, vendors, sponsors, volunteers, and the public.
Ability to analyze information, evaluate event outcomes, and recommend improvements.
Ability to exercise sound judgment and make effective decisions in a fast-paced environment.
Ability to interpret and apply policies, procedures, regulations, and safety standards.
Ability to manage multiple priorities, meet deadlines, and adapt to changing conditions.
Ability to lead, train, motivate, and supervise staff and volunteers.
Ability to perform the physical demands described for the position, including safely operating City vehicles for job-related purposes.

Nice To Haves

Bilingual in Spanish.
San Luis residency.

Responsibilities

Plan, organize, implement, and evaluate City-sponsored or co-sponsored community events, festivals, and cultural arts programs.
Develop event budgets, monitor revenues and expenditures, and recommend cost-recovery, growth, and sustainability strategies.
Identify, recruit, and coordinate sponsors, community partners, vendors, exhibitors, entertainers, artists, and contractors; negotiate service arrangements and monitor performance.
Prepare event plans, schedules, site layouts, and operational timelines; coordinate staffing, volunteers, equipment, facilities, traffic control, security, emergency services, permits, and other logistics.
Collaborate with City departments, community organizations, and external agencies to deliver events safely, efficiently, and in compliance with applicable regulations.
Coordinate event marketing and promotion with City marketing staff across activity guides, websites, social media, recreation management systems, print materials, and other channels.
Maintain records of attendance, revenues, expenditures, contracts, permits, and other program documentation.
Conduct participant surveys, evaluate event outcomes, and prepare reports and recommendations for improvements and future planning.
Research, procure, and maintain event equipment, supplies, rentals, and service contracts; develop specifications and scopes of work and obtain quotes as required.
Respond to participant, vendor, sponsor, and community inquiries and concerns; resolve issues and support positive customer and community relations.
Assist with recruiting, training, and scheduling assigned staff and volunteers, and ensure compliance with City policies, safety procedures, and program standards.
Assist with departmental budget preparation and administration and identify funding and sponsorship opportunities.
Communicate with local media and community stakeholders about upcoming events and recreational opportunities.
Enforce applicable safety, health, sanitation, and operational policies, procedures, and regulations.
Perform other related duties as assigned.