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Event Staff Coordinator

4 months ago

Castle Rock, United States Town of Castle Rock Full time

This posting will remain open continuously until filled.

The Town of Castle Rock's future and the quality of that depend on the choices we make today. Do you want to be part of a team that make decisions that work now while preserving and protecting Castle Rock's identity and quality of life for the future? We value teamwork, cooperation, and quality communication. We strive to provide exceptional public service to our customers and encourage creativity and innovation. We welcome all that share those values to apply.

Essential Duties & Responsibilities:

  • Completes administrative transactions on behalf of the department for vendors, customers, and rentals. Initiates, processes, and executes agreements as needed for third-party rentals and Special Events permitted through the Town.
  • Acts as a customer services representative for the Special Events and Programs Department. Responds to questions, concerns, and/or issues, providing information regarding the event, special programs, and/or the facility.
  • Acts as a liaison with vendors, contractors and coordinators utilizing multiple communication methods to ensure a smooth operation of events.
  • Sets up event supplies, such as tables, chairs, tents, event fencing, power equipment, etc. before events and assist in properly storing supplies after events, as needed.
  • Performs general administrative duties in support of Town events. May assist with Special Events and Program event site set up, upkeep and/or tear down.
  • Assists in maintaining internal event calendars and vendor scheduling
  • Responsible for maintaining tracking mechanisms associated with venue sales
  • Reports any facility or client concerns promptly
  • This position may be required to work on weekends and evenings regularly, with the possibility of being on-call.
  • Performs other duties as assigned or required.
Minimum Qualifications:

Age Requirement:Must be at least 21 years of age

Experience: at least three (3) years' experience in event planning in a public setting, providing customer service, administrative support, or project management; or an equivalent combination of education, training, or experience

Licenses and/or Certifications Required:a valid Driver's License

Knowledge, Skills, and Abilities:
  • Must be well-spoken, friendly, and possess exceptional customer service skills
  • Must have professional judgment and decision-making skills
  • Ability to exercise consistent tact and courtesy in frequent public contact
  • Ability to work independently in a large event setting
  • Familiarize self with Town policies, procedures, and goals
  • Ability to resolve disputes that arise between event coordinators, contractors or the public Skill, including basic math, in handling cash and credit card payments
  • Ability to operate safely and lawfully operate Town-owned vehicles if/when driving is required: Bus, truck, golf cart, car
  • Ability to handle diverse tasks while maintaining attention to detail for accuracy
  • Proficiency in computer skills, including the Microsoft Office Suite
  • Ability to work flexible hours including nights and weekends
Physical Demands:
  • Moderate to heavy physical work to include lifting, carrying, pushing and/or pulling of objects and materials up to 50 pounds
  • Ability to exert heavy physical effort and frequent performance of activities requiring a full range of body movement including climbing, balancing, stooping, kneeling/bending, crouching, crawling, and/or twisting
  • Frequent hand/eye coordination to operate tools and electrical equipment as well as for driving equipment and vehicles
  • Vision for reading, recording and interpreting information
  • Speech communication and hearing to maintain communication with employees and citizens
  • Ability to physically access a variety of event sites
Work Environment:
  • Works both indoors and out, and to withstand exposure to varying weather conditions
Equipment Used:
  • This position may require the incumbent to occasionally use personal equipment (e.g. vehicle, cell phone, tools, etc.) in the course of their employment.


Must satisfactorily complete a criminal background and driving record check prior to commencing employment.

The Town of Castle Rock is an Equal Opportunity Employer.