Recreation Coordinator - Special Events

Hanover County Parks & Recreation; Virginia; On-site; USD 42,000 - 64,000; Full time

Job summary

Hanover County Parks & Recreation is seeking a Recreation Coordinator to plan, coordinate, implement and evaluate special events. This role will manage logistics, inventories, and procurement, while supervising part-time staff and volunteers to ensure successful events.

The position requires strong communication, organization, and the ability to work both in office and field environments, with some travel to event sites and meetings.

Qualifications

• High school diploma or equivalent required; Bachelor's degree preferred.
• Experience in event planning and coordination.
• Supervisory experience with part-time staff or volunteers preferred.
• Strong communication and organizational skills are essential.

Responsibilities

• Plan, coordinate, implement, and evaluate special events.
• Oversee logistics including site layouts, equipment, transportation, and crowd management.
• Maintain inventories of event equipment and supplies; assist procurement as needed.
• Recruit and supervise part-time staff and volunteers; schedule and train them.
• Coordinate with vendors, entertainers, exhibitors, and contractors; ensure documentation and agreements.

Skills

Event planning

Vendor coordination

Staff supervision

Communication

Education

High school diploma

Bachelor's degree preferred

Tools

Office software

Job description

General Description: This is an administrative and field-based position responsible for planning, coordinating, implementing, and evaluating special events offered by Hanover County Parks and Recreation. The incumbent performs a variety of professional, administrative, and operational duties associated with event development, logistical planning, vendor and contractor coordination, event execution, marketing support, equipment and supply management, and community engagement.

Organization: The Recreation Coordinator reports to the Recreation Manager of Special Events and may supervise part-time staff.

Essential Functions:

• Researches, develops, plans, organizes, implements, and evaluates departmental special events and community activities. Establishes event objectives, timelines, schedules, operational plans, and resource requirements to ensure successful execution.
• Coordinates all aspects of event logistics, including site layouts, equipment and supply needs, event setup and breakdown, parking arrangements, accessibility, utilities, signage, transportation, crowd management, and other operational requirements.
• Maintains accurate inventories of departmental special event equipment, materials, and supplies. Coordinates the storage, organization, transportation, distribution, maintenance, and replacement of equipment and supplies. Monitors inventory levels, identifies equipment needs, and ensures resources are available and maintained in appropriate working condition. Assists with procurement of equipment, supplies, and materials to support special events.
• Recruits, schedules, trains, supervises, and evaluates assigned part-time employees and volunteers. Establishes work assignments, communicates performance expectations, and maintains appropriate personnel and volunteer records in accordance with departmental procedures.
• Identifies, recruits, schedules, and coordinates vendors, entertainers, exhibitors, contractors, community organizations, county agencies, and other service providers. Maintains professional working relationships, communicates event expectations, monitors performance, and coordinates required documentation, agreements, and logistical arrangements in accordance with County procedures.
• Assists with public relations initiatives, community outreach, and efforts to increase event participation and engagement.
• Assists with the planning, coordination, implementation, supervision, and evaluation of general recreation programs, seasonal activities, and other departmental initiatives as assigned. Provides operational and administrative support to other recreation service areas as needed, including recreation facility operational support.

Working Conditions:

• None Known
• Office - 50%
• Field - 50% Must be able to travel to Parks and Recreation event sites and meetings.
• Work is performed in both indoor and outdoor environments, including parks, recreation facilities, and public event spaces.
• Physical Effort
  • Must be able to lift, carry, and maneuver equipment and supplies weighing up to 50 pounds.
  • Requires frequent walking, standing, bending, stooping, and occasional physical activity associated with event setup and breakdown.
  • May require extended periods of standing or walking during special events.
• FLSA
  • Non-exempt

Knowledge, Skills and Abilities: Considerable knowledge of special event planning, coordination, and operational management practices. Knowledge of community recreation principles and familiarity with local government parks and recreation operations. Ability to independently plan, organize, implement, and evaluate multiple special events and recreation activities simultaneously. Strong organizational and time management skills, with demonstrated attention to detail and the ability to establish priorities, meet deadlines, and adapt to changing operational needs. Excellent written and oral communication skills. Proficiency in standard office software, electronic scheduling systems, spreadsheets, and other technology used for event planning, recordkeeping, and communications required. Ability to work independently and collaboratively while maintaining a strong commitment to customer service and public engagement.

Education, Experience and Training:

High school diploma or equivalent required (Bachelor's degree preferred) with at least two (2) years related experience, including supervisory experience - OR - Any equivalent combination of education, experience and/or training sufficient to demonstrate the knowledge, skills and abilities is acceptable.

Special Conditions:

• Valid Commonwealth of Virginia Driver’s License
• Work beyond normal work schedule, including weekends and evenings