Job Description

Events Coordinator

Plant City, FL

Position Summary:

Under the direction of the Program & Events Supervisor, this position works closely with the Program & Events Supervisor to coordinate Recreation Division in-house special events programming, serves as a liaison for non-profit and other events utilizing City facilities, assists with other Recreation Division programming, and contributes to managing the department’s social media and website presence. Work is reviewed through oral and written reports, discussion, and results obtained.

Essential Duties and Responsibilities:

The following duties are illustrative and not exhaustive. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

• Supports the planning and administration of special events for the department by assisting with event budgets, coordinating sponsorships, vendors, entertainment, volunteers, and supplies, and helping organize the logistics of presenting these events to the public. Collaborates to ensure a safe environment for all participants.
• Coordinates scheduling of facilities for special event use by in-house programs, independent programs, other governmental agencies, area non-profits, and rentals.
• Performs office duties related to special events and other programming as needed.
• Assists with development and administration of other department programming.
• Provides coordination between the Recreation Division and other departments/agencies before, during and after special events.
• Provides coordination, set-up and removal of city-sponsored special event equipment.
• Engages in communication and outreach to solicit sponsorships and partnerships for events and programs, building relationships with local businesses and organizations to support departmental initiatives.
• Responsible for operating city vehicles and motorized equipment, to transport equipment and materials to event sites, ensuring safe and efficient delivery and setup.
• Reports maintenance needs of recreation facilities and equipment to supervisors and accomplishes improvements as directed by supervisors.
• Assigns and supervises work duties of part-time seasonal employees and volunteers involved with special events.
• Assists with maintaining the department’s social media and website presence by providing updates and announcements to help ensure department information is current, and the public is informed of department activities.
• For declared disasters, this position may be considered “essential”, assists in department overall preparation and recovery operations and assists other departments as needed.
• Performs other job duties as assigned

Minimum Qualifications:

To perform this job successfully, an individual must be able to carry out each essential duty or responsibility satisfactorily. The requirements listed below are representative of the knowledge, skills, and abilities; education and/or experience; and certificates or licenses required in order to fill the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.

Knowledge, Skills, and Abilities:

• Ability to lead, supervise and manage staff and volunteers.
• Knowledge of the development, procedures, and administration of recreation programs and special events.
• Superior customer service skills.
• Ability to work well with others.
• Able to work independently.
• Experience working with children.
• Self-starter, showing initiative, able to work independently and follow instructions.
• Expertise in utilizing desktop computers and software applications, including Microsoft Office Suite, Canva, Adobe Creative Suite, and web-based recreation management software. Advanced proficiency in operating email platforms such as Outlook, multi-function workstations (printer, copier, scanner), and Cricut machines.
• In-depth knowledge of current social media trends, platforms, and best practices for content creation, audience engagement, and analytics to effectively support the department's communication and outreach efforts
• Ability to perform heavy manual labor tasks under adverse weather conditions.
• Knowledge of the methods, practices, tools, and materials used in one or more of the trades.
• Knowledge of occupational hazards and necessary safety precautions involved in the trades.
• Work includes both inside and outside activities.
• Ability to work flexible hours, such as 8:00 am to 5:00 pm or 12:00 to 9:00 pm, on various weekdays, weeknights and/or weekends as needed for scheduled, as well as special projects and events.
• Ability to work long 10–12-hour days for certain events which may require long periods of standing/walking and set-up/break down of event equipment.
• Ability to communicate effectively both orally and in writing.

Education and Experience:

• Associates degree in Recreation, Athletics, Business, or related field. Bachelor’s degree is preferred.
• Two (2) years of experience working in a parks and recreation setting or event planning.

A combination of education, training, and experience may be substituted at the City Manager’s discretion.

Certificates and Licenses:

• Must possess and maintain a valid Florida Driver License and be insurable by the City’s current insurance provider.
• Florida CDL is a plus.

Supervisory Responsibilities:

• Schedules and oversees part time seasonal employees and volunteers involved with special events.

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