Special Event Coordinator

JOB

At the City of Plymouth, we all work together to add quality to life. This mission and our guiding values – CIVIC: customer focus, integrity, visionary, inclusion and connection – shape our work as we advance the City Council's strategic priority to be a city of choice. We are seeking candidates who are eager to adopt and champion our mission and values. The Special Event Coordinator will lead the planning, coordination, and execution of community events, recreation programming, ticketed concerts and Hilde Performance Center rentals. Deliver inclusive, engaging and memorable experiences that meet the varying needs of Plymouth residents and visitors.The Special Event Coordinator position is required to work special events and rentals which may include nights, weekends and holidays.

EXAMPLE OF DUTIES

Plan, design, initiate and coordinate events and services that provide high quality opportunities for residents and visitors. Analyze and evaluate special events and recreational opportunities for the communityDevelop event concepts, timelines, goals and themes, research locations and vendorsCreate, manage and monitor event budgets to ensure cost-effectivenessSource, negotiate contracts with and coordinate entertainers and other suppliersOversee venue setup, seating, parking, A/V, scheduling and on-site management during eventsCreate promotional materials, coordinate advertising, and handle publicity in collaboration with communications staffWork with others to establish innovative partnerships, creative programs/events and entrepreneurial servicesCoordinate and schedule programs and activities with other departments and/or community organizationsWork with other staff and volunteers to maximize opportunitiesProvide exceptional customer service to all customers of the City of Plymouth.Interact with others in a manner that is professional and inspires open communicationRemain informed on current city information, park development and recreation programming/event issuesMake event operational decisions in a timely mannerServe as liaison to establish positive community relations with local schools, agencies and organizationsFoster a respectful workplace culture and champion fairness, inclusion and belongingDemonstrate a full understanding of - and respect for - the diversity of the community, co-workers and supervisors, including individuals with disabilities or individuals whose first language may not be EnglishResolve customer concerns and recommend solutionsParticipate in training designed to strengthen competencies in areas such as collaboration, communication, leadership, decision-making and problem solvingManage all coordination and scheduling of the Hilde Performance Center.Process facility rental reservations, including scheduling and providing toursMaintain and communicate rental policies and procedures to customersMeet with customers for event walk-throughs, provide and obtain rental details, work with contracts, invoices and receipt paymentsProvide day-of event support, including supervision of rentals and maintaining compliance of the rules and regulations of the site and delivering ongoing customer service and supportWork with communications to develop marketing and public relations initiatives to promote rentals and facility usage through press releases, advertising, cable television, the city newsletter and other media vehicles. Maintain website and social media accounts for branded eventsCoordinate, implement and track event/rental survey data and recommend improvements and changes as appropriateDevelop opportunities to expand use of the facility in partnership with the city's destination marketing organizationSupport the hiring, onboarding, training, scheduling, and direction of seasonal/temporary staff.Recruit, schedule, train and supervise seasonal/temporary staffEnsure that preparations for scheduled activities and events have been carried outDirect the development and implementation of policies, procedures and systems that will assure excellent customer serviceProvide feedback through formal and informal performance improvementPerform other duties as assigned.Keep key stakeholders informed on recreation programs, services, and other areas of responsibilityAct as a city representative or liaison to community organization and/or associationsAttend and present at city council, and/or advisory board or commission meetings when appropriateAssist with other duties and responsibilities as assigned

SUPPLEMENTAL INFORMATION

PHYSICAL REQUIREMENTSVery frequent: standing, sitting, walking, lifting, carrying, reach, handing object, repetitive hand motion, and stationary desk or bench work with neck bent forward. Frequent: pushing/pulling, kneeling, crouching, bending at waist, use of arm muscles over extended periods, and use of leg muscles over extended periods. Occasional: climbing, crawling, and overhead work.The employee must be able to lift and carry items weighing 0 – 50 pounds from 0 – 150 feet and lift to a height of 0-6 feet. Must be able to handle program and event supplies/equipment such as tables, chairs, signboards and miscellaneous equipment.