Events Coordinator

Paycom - ATS; Mableton (GA); On-site; USD 40,000 - 60,000; Full time

Job summary

City of Mableton seeks an Events Coordinator to support success of events, including festivals and on-site activities. You will assist with pre-planning, logistics, and execution to deliver a positive experience for residents, businesses, and visitors.

The role requires customer service focus, creativity, flexibility, and the ability to work with staff, volunteers, and boards. Supervision is by the Parks and Recreation Director.

Qualifications

• Thorough and progressive experience in special event production, public relations, fund-raising, and working with volunteers.
• Valid State of Georgia driver's license (Non-commercial) with a satisfactory MVR.

Responsibilities

• Secures sponsorships and maintains sponsor relationships.
• Establishes and maintains relationships with vendors and venues.
• Plans all event details from pre-planning to post planning.
• Creates reliable financial reports and submits invoices for reconciliation.
• Manages events and addresses potential problems that may arise.

Skills

Event coordination

Vendor management

Budget management

Customer service

Communication skills

Microsoft Office

Education

Bachelor’s degree in Public Administration or related field

Tools

PowerPoint

Excel

Canva

Photoshop

AV equipment knowledge

Job description

Job Details: Job Location: City of Mableton - MABLETON, GA 30126, Position Type: Full Time, Job Shift: Any, Position Summary:

The Events Coordinator helps ensure the success of events offered by the City of Mableton either solely or in partnership with other staff and/or a private provider by providing equipment and support services for special events, festivals, and other activities. Work involves activities prior to events, during and following events in assisting with concept design, planning, logistics and execution of on-site events. The duties and responsibilities center on planning and managing events of varying sizes and purposes to assure that the City presents a positive visual and interactive experience for residents, business owners and visitors. The position requires a high degree of customer service, creativity, flexibility, and the ability to work independently as well as with other City staff, volunteers, and boards and commissions. Coordinators must understand what it takes to make sure the logistics work out, keep everything within the allocated budget and ensure that the event itself is carried out smoothly. Work is performed under the supervision of the Parks and Recreation Director.

Essential Duties and Responsibilities:

• Secures sponsorships and maintains sponsor relationships
• Establishes and maintains relationships with vendors and venues
• Plans all event details and aspects from pre-planning to post planning
• Creates reliable financial reports, collecting payments on time, submit invoices for reconciliation in a timely manner.
• Manages events and addressing potential problems that may arise
• Plans for potential scenarios that could impact the integrity of the event
• Maintains a working knowledge of the complex needs of a wide variety of events
• Provides support for events to ensure that each event space is clean prior to, during and after each event.
• Provides logistical and planning support for all partners (non-profit & profit).
• Works closely with City staff and partners to make certain that all festivals and events run smoothly and are a positive reflection on the City.
• Responsible for coordinating with internal and external City and County Departments for events. (permits, security, street closures, trash, etc.)
• Works closely with nonprofits to coordinate city-provided services and support
• Coordinates rentals and helps maintain a master calendar of activities, special events and theater rentals and notifies critical city staff members about upcoming activities each week
• Ensures set-up and breakdown of tables, chairs, event equipment and structures in a timely and orderly manner, carefully handling equipment and adhering to safety standards and practices, as directed by weekly event schedule.
• Secures set-up and break down audio/visual equipment for events, programs and facility rentals; have ability to do minor trouble shooting with equipment.
• Assists with welcome tent set-ups and breakdowns, including assistance throughout event with trash, recycling, or assistance with supplies.
• Assists with installation, de-installation and maintenance of temporary art exhibitions.
• Transports, installs, or assists with décor placement in venues for events
• Assists with concept design, planning, logistics and execution of on-site events
• Operates motorized cart if needed to move all necessary furniture, equipment, supplies and structures in a safe manner.
• Provides exemplary customer service to City staff, volunteers, clients, guests, and vendors and ensuring the needs of staff, volunteers, clients, guests and vendors are met throughout the duration of those events.
• Keeps storage areas organized and clean, with only required equipment and furniture staged.
• Helps perform basic grounds keeping tasks when necessary, sweeping, raking, cleaning to maintain venues at presentation quality.
• Handles marketing and advertising for City events (internally, social media, etc).
• Performs other related duties as assigned.

Additional Duties and Responsibilities:

Perform related duties as required. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

Qualifications: Required Qualifications:

• Thorough and progressive experience in special event production, public relations, fund-raising, and working with volunteers. Any equivalent combination of experience and education is acceptable.
• Valid State of Georgia driver's license (Non-commercial Class A or B) with a satisfactory motor vehicle record (MVR).

Knowledge, Skills, and Abilities:

• Knowledge of or ability to learn the department's rules, regulations, policies, and procedures.
• Knowledge of all municipal functions, contacts, and activities of various departments.
• Skill in operating a computer.
• High energy, fun and creative. Self-starter, inspired by ideas but team oriented.
• Experience with large scale live-events or other on-site activities
• Strong organizational skills, goal, and deadline oriented.
• Strong communications skills. Able to articulate ideas easily, express self fluidly and capture others’ ideas even more easily. Good writing skills.
• Experience with Office tools such as PowerPoint, Excel and Word
• Experience with Canva and Photoshop a plus
• An understanding of multimedia and AV equipment
• Detail oriented and ability to multi-task. Handle several projects simultaneously.
• Ability to understand and follow quickly and accurately oral and written instructions.
• Ability to work independently with and without specific instructions.
• Ability to establish and maintain effective working relationships with city employees and the public and other city officials.
• Ability to work under pressure and complete multiple assignments under deadline conditions in a dynamic office environment.

Preferred Qualifications

Bachelor’s degree in Public Administration, Business Administration or related field is desirable.