Event Coordinator (Wheatley Heights Sports Complex)

City of San Antonio; San Antonio (TX); On-site; USD 42,000 - 64,000; Full time

Job summary

City of San Antonio is seeking an Events Coordinator to plan and coordinate events at City facilities, manage setup, and coordinate contracted services.

The role requires a Bachelor’s degree and experience with event operations; duties include liaising with caterers, AV, security, and staff; working in an office environment.

Qualifications

• Bachelor's degree from an accredited college or university.
• Two years experience implementing recreation activities.
• One year using an online reservation system such as ActiveNet.
• Experience in sports field operations or sports venue management.

Responsibilities

• Plans and coordinates events with customers and contracts for services.
• Coordinates caterers, decorators, AV, stagehands for set-up.
• Ensures facilities and equipment are prepared and accessible.
• Receives and reviews billing charges.
• Conducts facility tours and promotes City venues.
• Ensures health and safety regulations are followed.
• Prepares reports and correspondence.
• Coordinates security for lessees.

Skills

Event planning

Communication

Scheduling

Customer service

Budgeting

Education

Bachelor's degree

Tools

ActiveNet

Job description

Job Summary

Under direction, is responsible for planning and coordinating events with customers, organizing set‑up requirements, and contract services for City facilities. Working conditions are primarily in an office environment. May exercise functional supervision over assigned staff.

Work Location

Wheatley Heights Sports Complex - 200 Noblewood Drive San Antonio, TX 78220

Work Schedule

• Monday - Friday 9:00 AM - 6:00 PM
• Seasonal schedule adjustments to include some evenings and weekends
• Shifts are subject to change to accommodate evening coverage, rotating weekends, events, and holiday shift work as dictated by business needs

Essential Job Functions

• Ensures each event is provided with qualified services to open facilities, clean premises, complete set‑up, and required service items.
• Ensures the availability of all equipment contracted for customer's use.
• Coordinates efforts of caterers, decorators, audio‑visual, stagehands, etc., when organizing set‑up requirements.
• Assures compliance with all health and safety regulations by personnel participating in a function.
• Prepares various reports and composes correspondence.
• Prepares and assists in collecting billing charges.
• Meets with convention executives and convention planners to promote City facilities for future events.
• Prepares detailed event set‑up information for labor crew leaders, sound technicians, and stage hands.
• Coordinates in‑house security to ensure contracted areas are open and secured based on needs of the lessees.
• Conducts City facility tours to show prospective clients the availability of suitable space for conventions, shows, meetings, concerts, galas, exhibits, and other functions.
• Performs related duties and fulfills responsibilities as required.

Job Requirements

• Bachelor's Degree from an accredited college or university.

Preferred Qualifications

• Two (2) years experience implementing recreation activities
• One ( 1 ) year year experience using an online reservation system, such as ActiveNet
• Experience in sports field operations or sports venue management

Applicant Information

• Unless otherwise stated, applicants are permitted to substitute two years of related full‑time experience for one year of higher education or one year of related higher education for two years of experience in order to meet the minimum requirements of the job. One year of full‑time experience is defined as 30 or more hours worked per week for 12 months. One year of higher education is defined as 30 credit hours completed at an accredited college or university.
• Applicants selected for employment with the City of San Antonio in this position must receive satisfactory results from pre‑employment drug testing and background checks. If required for the position, a physical, motor vehicle record evaluation, and additional background checks may be conducted.
• Please be advised that if selected for this position, information regarding employment history as it relates to the qualifications of the position will be needed for employment verification. Applicants claiming military service to meet the experience requirement for this position may attach a DD214 to the application.
• If selected for this position, official transcripts, diplomas, certifications, and licenses must be submitted at the time of processing. Unofficial transcripts and copies of other relevant documents may be attached to the application for consideration in advance.

Knowledge, Skills, And Abilities

• Knowledge of basic accounting principles and practices.
• Knowledge of caterer's responsibilities to help coordinate all meal functions.
• Knowledge of contractor's guidelines and building policies.
• Ability to operate a computer keyboard and other basic office equipment.
• Skill in utilizing a personal computer and associated software programs.
• Ability to coordinate security for clients.
• Ability to coordinate between service‑suppliers and clients.
• Ability to meet work schedules and work independently.
• Ability to plan, coordinate, and implement various types of events and activities.
• Ability to assess the clients' needs and develop a plan suited to meet those needs.
• Ability to interpret and apply City policies, procedures, rules, and regulations.
• Ability to communicate effectively.
• Ability to establish and maintain effective working relationships with co‑workers, supervisors, and the general public.

Benefits Information

The City of San Antonio (CoSA) strives to provide a competitive compensation and benefit package to attract and retain a highly skilled workforce. To accomplish this, CoSA offers subsidized health care benefits for active and retired employees, paid disability benefits, paid life insurance, as well as automatic participation in a pension program which is currently matched two to one.

For more detailed information, please click on the following link to view Benefits offered by the City of San Antonio:

http://www.sanantonio.gov/hr/employee_information/benefits/index.asp

Note

• Part‑Time, Temporary, and non‑City positions are not eligible for CoSA Benefits.
• Holiday and Leave benefits for Pre‑K 4 SA positions may be different than what is listed at the above link.

Additional Information

The City Of San Antonio is an Equal Opportunity/Reasonable Accommodation Employer. This means that the City does not discriminate on the basis of race, religion, sex (gender), age, disability, national origin, genetic information, or sexual orientation. All individuals are encouraged to apply and compete for jobs with the City of San Antonio.

If you require assistance at any stage of the application process due to a disability, please contact the Human Resources Department so that accommodations may be made to meet your needs. Our telephone number is 210-207-8705 and our fax number is 210-207-2285.