Festival & Events Operations Coordinator

City of Grapevine; Grapevine (TX); On-site; USD 42,000 - 60,000; Full time

Job summary

City of Grapevine is seeking a Festival Administrative Coordinator to support the Convention and Visitors Bureau Festival division with event planning, budget tracking, vendor management, and store operations. The role involves coordinating sponsorship materials, maintaining databases for vendors and suppliers, and assisting with on-site festival administration.

The ideal candidate will have two years of college plus progressive experience and a background in event planning, with strong Excel

Qualifications

• Requires two years of college plus five years in positions of progressive responsibility or an equivalent combination of education, training, and/or experience.
• Preference given to candidates with work experience in event planning.

Responsibilities

• Assist CVB Festival division staff with administrative and management needs for all events.
• Assist in budgeting and reporting, including tracking invoices and preparing weekly management reports.
• Coordinate vendor, supplier, and Grapevine Market databases and oversee signage and store operations.
• Manage inventory, invoicing, and payments for festival merchandise and rentals.
• Assist with sponsorship kits, event communications, and the CVB website listings.
• Ensure timely and accurate information distribution to Steering Committee, volunteers, vendors, and others.

Skills

Budget management

Database management

Vendor coordination

Communication skills

Microsoft Office (Word/Excel)

Education

Two years college + progressive experience

Tools

Microsoft Word

Microsoft Excel

CRM software

Job description

City of Grapevine is seeking a Festival Administrative Coordinator to support the Convention and Visitors Bureau Festival division with event planning, budget tracking, vendor management, and store operations. The role involves coordinating sponsorship materials, maintaining databases for vendors and suppliers, and assisting with on-site festival administration.

The ideal candidate will have two years of college plus progressive experience and a background in event planning, with strong Excel