Reservation & Engagement Coordinator

City of Concord; Concord (NC); On-site; USD 42,000 - 64,000; Full time

Job summary

The City of Concord Parks & Recreation Department seeks a Reservations Coordinator to manage all facility bookings and related events. You will act as the primary contact for indoor and outdoor reservations and handle administrative and public engagement tasks.

Responsibilities include enforcing fees and COI requirements, coordinating marketing efforts, and collaborating with multiple departments to ensure smooth operations for city events. A degree and relevant experience are required.

Qualifications

• Bachelor's degree in Recreation Management, Hospitality and Tourism Management, Business Administration or related field with at least one year of relevant experience
• Ability to work independently and as part of a team

Responsibilities

• Facilitates, manages, and communicates all reservations and special event requests.
• Enforces departmental fees, charges, rules, regulations, and COI requirements.
• Monitors co-sponsorship requests, the 501c3 process, and revenue sharing agreements.
• Coordinates with the Administration Division to market facilities, programs, and events.
• Manages overall public engagement efforts, including social media posts, newsletters, and website updates.
• Partners with the Public Affairs department for the dissemination of City-wide communications.
• Coordinates rentals for various facilities, including shelters, community rooms, and athletic fields.
• Manages contracts, co-sponsorship agreements, public events, permit requirements, and the COI process.
• Collaborates with Buildings & Grounds, HR - Risk, and Police Department to ensure seamless public events.
• Ensures all required documentation, licenses, and permits are obtained and maintained.

Skills

Communication

Organization

Time management

Customer service

Education

Bachelor's degree in Recreation Management/Hospitality & Tourism/Business Administration or related field

Tools

Scheduling software

Marketing tools

CRM software

Job description

The purpose of this position is the comprehensive management of all reservations for the Parks & Recreation department. The position will serve as the primary point of contact for all indoor and outdoor facilities reservations and is accountable for a wide array of administrative and public engagement tasks.

Essential Duties And Responsibilities

• Facilitates, manages, and communicates all reservations and special event requests.
• Enforces departmental fees, charges, rules, regulations, and Certificate of Insurance (COI) requirements.
• Monitors co-sponsorship requests, the 501c3 process, and revenue sharing agreements.
• Coordinates with the Administration Division to market facilities, programs, and events.
• Manages overall public engagement efforts, including social media posts, newsletters, and website updates.
• Partners with the Public Affairs department for the dissemination of City-wide communications.
• Coordinates rentals for various facilities, including shelters, community rooms, and athletic fields.
• Manages contracts, co-sponsorship agreements, public events, permit requirements, and the Certificate of Insurance (COI) process.
• Collaborates with various departments Buildings & Grounds, Human Resources - Risk, and Police Department) to ensure seamless operations of public events.
• Ensures all required documentation, licenses, and permits are obtained and maintained, with a consistent review of fees, processes, rules, and regulations for updates.

Supplemental Functions

• Performs other similar duties as required.

Job Specifications and Qualifications

• Customer service principles and practices
• Strong understanding of social media platforms and website management
• Ability to work independently and as part of a team.
• Marketing concepts and principles

Licensing And Certifications

• Possession of or ability to obtain Cardiopulmonary Resuscitation/Automated External Defibrillator (CPR/AED) & First Aid Certification within six (6) months from date of hire. Failure to obtain within 6 months from hire date may result in termination.
• Valid North Carolina Driver’s License.

PLEASE NOTE: Applicants must meet the City’s criteria for an acceptable driving record.

Working Conditions / Physical Requirements

• Positions in this class require: standing, fine dexterity, walking, lifting, carrying, sitting, reaching, handling and kneeling, pushing/pulling, climbing, vision, foot controls, balancing, bending, crouching, hearing, twisting, talking.
• Light Work: Exerting up to 20 pounds occasionally, 10 pounds frequently, or negligible amounts constantly and/or walking or standing to a significant degree.
• Incumbents may be subjected to wetness and/or humidity.

Required Skills

• Excellent communication skills, both written and verbal.
• Strong organizational and time management skills, with the ability to handle multiple projects simultaneously.
• Proficiency in using software for scheduling, marketing, and customer relationship.
• Communication, interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to receive work direction.

Required Experience

Bachelor's degree in Recreation Management, Hospitality and Tourism Management, Business Administration or related field with at least one (1) year of relevant experience; or the City may consider an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job.

The intent of this job description is to provide a representative summary of the types of duties and responsibilities that will be required of the positions given this title and shall not be construed as a declaration of the specific duties and responsibilities of any particular position. Employees may be requested to perform job-related tasks other than those specifically presented in this description. Fair Labor Standards Act (exempt/non-exempt) is designated by position. The employer actively supports Americans with Disabilities Act and will consider reasonable accommodations.