Description
Event and Venue Coordinator provides technical information, specialized assistance, and customer service to internal and external customers seeking use of publicly owned areas. Duties include oversight and coordination of City sponsored special events and ceremonies and management of permit processing for non-City events on public property. Other duties include management of the Galimore Center and management of the calendar for all event scheduling on public property, including the Lightner Courtyard. Work requires interaction with the public and coordinators of special events and local community organizations.
This position reports to the Community Services Director and while under general direction, position requires considerable initiative in the performance of assigned duties and ability to working a flexible schedule including nights and weekends.
Examples of Duties
- Responsible for receiving, processing, and managing all special event permit applications. Keeps Director informed of events and issues, complaints, or concerns regarding events.
- Responsible for ensuring event organizers adhere to guidelines and policies set forth by the City regarding events using publicly owned areas such as venues, rights-of-way, and open use areas. Ensures the submittal of all appropriate documents, fees, insurance and other requirements are met.
- Facilitator for the Event Review Committee, which includes, but is not limited to, gathering requests, preparing agendas, coordinating meetings, and ensuring notification is provided.
- Coordinates follow-up after special events to access damage, return deposits, invoice event organizer for support services, and receive after-action reports from city departments/divisions.
- Responsible for all aspects of special event permit applications related to wedding activities, including ceremonies, rehearsals, and photography on City-owned property.
- Responsible for all aspects of photography, film, and video permit applications for taking place on City-owned property.
- Responsible for scheduling and coordinating activities at the Galimore Center and other city-owned venues, including the management of any staff, tracking deposits, payments and refunds and coordinating any maintenance needs.
- Coordinates on-site staff during events using publicly owned areas to ensure event organizers adhere to policies, procedures, and guidelines set forth by the City.
- Acts as primary lead with planning and executing special events and ceremonies produced by the City with respect to budgets, speakers, facilities, technology, equipment, logistical requirements, lodging, on-site management, prepares purchasing paperwork for expenditures, and other related issues. Coordinates the logistical and administrative support from other departments for city produced events and ceremonies by ensuring that each department/division is aware of specific services required. Takes a teamwork approach by cooperating with other departments on event related projects.
- Serves as the city’s staff liaison with the St. Augustine Sister Cities Association. Coordinates hospitality services for visiting dignitaries and guests of the city including arranging accommodations, amenities, transportation, and special activities.
- Accurately maintains alphabetical and chronological files and records of office correspondence, documents, reports and other materials. Assembles and summarizes information from various files and documents in the office or other available sources for the Director’s use on the basis of general instructions as to the nature of the information needed.
- Performs other related duties as required.
Education and Experience
High school diploma required; additional college education preferred. Three (3) years of administrative, secretarial and/or clerical experience, required. Proficiency using Microsoft Word, Excel, PowerPoint, Publisher, Outlook and other software programs designed for graphic design. Experience with event planning, contract or project management, public relations, facility booking/reservations, or hospitality industry preferred. Experience explaining policies, rules, regulations and procedures to customers, preferred. Must have excellent time management skills.
Driver's License Requirement: Class E
Physical Demands
The physical demands described here are representative of those that must be met to successfully perform the essential functions of this job. The employee is regularly required to effectively and professionally communicate and exchange information with others. This position is mostly sedentary, but does require standing, walking, bending, and kneeling occasionally andfrequent use of hands to operate computer including keyboard and mouse. The employee must routinely lift or move items/files up to 15 pounds and occasionally lift or move items up to 25 pounds. Specific vision abilities required include close vision, distance vision, peripheral vision, depth perception and ability to adjust focus.
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