Part-Time Special Events Coordinator
Position Summary
Performs responsible administrative and event coordination work in support of the City's Civic Center and community events. Responsibilities include planning, coordinating, scheduling, and overseeing events held at the Civic Center and other City facilities. Work involves providing excellent customer service to renters, vendors, community organizations, and the public while ensuring facilities are prepared, events operate smoothly, and City policies are followed.
This position exercises independent judgment in coordinating event logistics, maintaining facility schedules, preparing event documentation, processing reservations and payments, and communicating with City departments to ensure successful event operations. The Special Events Coordinator may assist with marketing, promotions, and community outreach while supporting the overall operation of the Civic Center.
Essential Duties and Responsibilities
Essential and other important duties may include, but are not limited to, the following:
Coordinates, schedules, and manages reservations for the Civic Center and other designated City facilities.
Serves as the primary point of contact for customers, vendors, community organizations, and event organizers regarding facility rentals and special events.
Assists customers throughout the event planning process, including explaining rental policies, availability, fees, contracts, and facility requirements.
Prepares rental agreements, invoices, deposits, receipts, and other event-related documentation.
Coordinates event logistics including room layouts, equipment needs, vendor access, setup and cleanup schedules, and special accommodations.
Works closely with Public Works, Parks, Police, Fire, and other City departments to coordinate event support and ensure successful event operations.
Conducts facility inspections before and after events to verify cleanliness, identify damages, and ensure compliance with rental agreements.
Monitors events as needed to ensure compliance with City policies, safety requirements, and facility regulations.
Maintains accurate event calendars, reservation schedules, customer records, and event files.
Assists with budgeting for Civic Center operations and monitors event-related revenues and expenditures as assigned.
Processes payments and maintains accurate financial records related to rentals and event activities.
Assists with marketing and promoting Civic Center rentals, City-sponsored events, and community activities through social media, printed materials, and other communication methods.
Coordinates decorations, signage, and event materials as appropriate.
Assists with planning, organizing, and implementing City-sponsored festivals, celebrations, meetings, and special events.
Provides exceptional customer service by responding promptly to inquiries, resolving concerns, and maintaining positive relationships with customers and community partners.
Utilizes computer software to maintain records, prepare reports, generate correspondence, and manage event scheduling.
Assists with ordering office and event supplies as needed.
Participates in special projects and process improvement initiatives.
Performs other duties as assigned.
Essential Personnel Designation
This position may be designated as essential personnel. The employee may be required to remain on duty or report to duty during emergency or disaster situations, including hurricanes or other declared emergencies, as directed by the City.
Education and Experience
High school diploma or equivalent is required.
Two (2) years of experience in event planning, event coordination, facility management, hospitality, recreation, or a closely related field is required.
Experience in customer service, office administration, project coordination, or secretarial support is preferred.
Experience using Microsoft Office applications, including Word, Excel, Outlook, and related office software, is required.
Experience with desktop publishing, graphic design, social media, or event promotion is preferred.
A minimum of one (1) year of experience handling cash, processing payments, and maintaining records is required.
A combination of education, training, and experience that provides the required knowledge, skills, and abilities may be considered.
Licenses, Certifications, and Equipment
A valid Texas driver's license and acceptable driving record are required.
Proficiency in Microsoft Office applications, including Word, Excel, Outlook, and related office software, is required.
Experience with desktop publishing, graphic design, social media, or event promotion software is preferred.
Ability to proficiently operate standard office equipment, including computers, printers, copiers, telephones, and related office equipment.
Must successfully pass a criminal background check, pre-employment drug screening, and physical examination as required by City policy.
Disclaimer
This job description is intended to describe the general nature and level of work performed by an employee assigned to this position. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. The City reserves the right to modify, add, or remove duties and responsibilities as operational needs require.
At-Will Employment Statement
Employment with the City of Cleveland is at will and may be terminated by either the employee or the City at any time, with or without cause or notice, in accordance with applicable law. Nothing in this job description or any City policy creates or is intended to create a contract of employment.
Salary and Classification
Hours of Work
Part-Time; up to twenty-nine (29) hours per week.
Schedule will vary based on operational needs and event schedules.
Evening, weekend, holiday, and occasional after-hours work may be required.
Position Status
This position is open until filled.
Equal Opportunity Employment
The City of Cleveland is an Equal Opportunity Employer and does not discriminate in employment on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other status protected by applicable law.
E-Verify Employer
The City of Cleveland participates in the federal E-Verify program to confirm the employment eligibility of all newly hired employees.
