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Special Events Coordinator
2 months ago
Under general direction, assists in the overall planning and execution of a variety of large-scale festivals and events. Coordinates with contractors, sponsors, vendors, volunteers and staff to ensure each event runs smoothly and efficiently. Assists with the Special Event Permit Program. This is a non-exempt position. Assists in the development, planning and execution of festivals andevents. Gathers quotes, collaborates and negotiates with service and rental providers; directly supervises contractors to ensuregoodsandservicesaredelivered,arranged,andinproperworkingconditions;collectsinvoicesandverifies accuracy; ensures all event expenditures are within budgetedallowances. Prepares, distributes and processes applications for food and beverage, activity, and arts and craft vendors; works with Finance to ensurepaymentisreceived;ensuresproperfoodandalcoholpermitsaresecured;preparespre-eventpackages for eventparticipants. Developsandmaintainsadatabaseofvendors,contractorsandserviceproviders;developslogisticalspreadsheets and detailed site plans; maintains event documents andrecords. Maintainsaccuratesupplyandstorageinventorybycleaning,organizing,andpackingeventequipmentand supplies;ordersorfacilitatesthepurchaseofneworreplacementsuppliesandmaterialsasneeded. Coordinates the operations of the festival and events from pre-event to post to include site layout/map creation, marking of the site for production, vendor coordination onsite and zone management. Collaborateswithotherdepartmentsforroadclosures,staffing,moneymanagementandotherTownservices. Researchesanddevelopsuniqueon-sitepromotionsandactivities;organizespromotionswithinevents;prepares letters of agreements and contracts asneeded. Develops, implements and collects attendee and vendor surveys for eachevent. Develops, reviews and approves content for websites, social media and event marketingmaterials. AssistswiththeSpecialEventPermitProgram;actsasliaisontoeventplannersasassigned;ensuresall documentation iscompleted. Attends meetings, training courses and industry events asrequired. May be asked to perform additional job duties that are directly, indirectly or completely unrelated to normal job functions in the course of presenting certain Town specialevents. Performs related duties as required or assigned. Education and Experience: Bachelor's degree in Business, Marketing, Communications, Tourism, Hospitality or a related field preferred; AND Three (3) years of customer service experience with any combination of project management, economic development, or service industry experience preferably around festivals and special events in municipal or non-profit organizations; OR An equivalent combination of education and experience. Licenses and Certifications: Must possess a Class C Texas Driver’s License. Conditions of Employment: Safe driving record and valid Texas Driver’s License. Clear Criminal Background check and pre-employment drug screen. Knowledge, Skills, and Abilities: Knowledge of methods and procedures used in the production of large-scale events. Knowledge of applicable local, State, and Federal laws, codes, regulations, and ordinances. Knowledge of TABC regulations for alcohol sales, sampling, and sponsorships. Knowledge of marketing and sales principles, methods, and procedures. Ability to drive a golf cart, operate a radio and basic event related operations. Ability to problem solve and provide solutions for both guests and vendors during events. Ability to lift 30 lbs. and work in an outdoor setting. Proficiency in Microsoft Office, design, and photo editing software. Skill in working on multiple tasks simultaneously while meeting deadlines. Skill in typing and entering data with speed and accuracy. Skill in maintaining sensitive and confidential information and records. Skill in creating and posting social media content. Skill in customer service and conflict resolution. Skill in effective communication, both verbally and in writing, and attention to detail. Skill in establishing and maintaining effective working relationships. PHYSICAL AND WORK ENVIRONMENT Work is performed in a standard office environment. Work is generally performed indoors in an air-conditioned facility but will include prolonged exposure to outside weather conditions for the production of all events – to include set-up and tear down. This is non-exempt position. Routine schedule is 40 hours per week, Monday through Thursday. Schedule may be modified if department needs arise. May be required to work overtime if needed. EEO STATEMENT The Town of Addison is an equal opportunity employer. The Town prohibits discrimination on the basis of any protected class, status, characteristic, or activity under law. ADA/EOE/ADEA #J-18808-Ljbffr
