Special Events Coordinator

The Car Park, LLC; Raleigh (NC); Hybrid; USD 45,000 - 65,000; Full time

Benefits offered by this job

PTO 18 days

Paid parental leave

Volunteer time off

Paid holidays

Medical, dental, vision

401(k)

Job summary

The Car Park, LLC is seeking a Special Events Coordinator in Raleigh to bridge HR and Events, combining office scheduling with hands-on event support. You will manage rosters, assist onboarding, prepare payroll reports, and coordinate staffing for live events, with a strong emphasis on accuracy and timely communication.

The role requires 3+ years in a high‑level admin or operations role, experience with payroll tools, and proficiency in Excel, Teams, QuickBooks, and Smartsheet.

Qualifications

• At least 3 years in a high‑level administrative position or operations coordinator role.
• 1+ year leading process improvement and documentation projects.
• Experience with payroll and scheduling software.

Responsibilities

• Provide real-time scheduling support and roster management for Special Events staff.
• Assist onboarding and offboarding, including interviews and paperwork.
• Produce and distribute memos, letters, schedules, and forms.
• Coordinate event details and staffing, including time conflict awareness.
• Deliver weekly payroll reports and collaborate with HR on payroll issues.
• Generate weekly invoices and coordinate with departments.

Skills

Events scheduling & roster management

Payroll oversight

Excel

Teams

QuickBooks

Smartsheet

Project management software

multitasking

Tools

Payroll software

Scheduling software

QuickBooks

Smartsheet

Teams

Job description

This Isn't Your Typical 8–5 Office JobIf you're looking for a role that keeps you moving, this could be a great fit. The Special Events Coordinator position is a true mix of office coordination and hands-on event support. Approximately 50% of your time will be spent in the office helping with scheduling, planning, onboarding, and event preparation, while the other 50% will have you out in the field helping coordinate and support live events.We're looking for someone who enjoys variety, can shift gears quickly, and is just as comfortable behind a computer as they are being out in the action.WHO WE AREProfessionalism, mutual respect, and a sense of humor are traits we value and exhibit. We have built a community of professionals that place a high emphasis on integrity, trust, and a collaborative environment where understanding each other plays a significant role in positively impacting company culture. We have a deep professional commitment to providing our Team Members with exceptional employee experiences, learning opportunities, career progression, and dare we say it, a lot of fun.The Car Park is a rapidly growing parking and transportation company that operates more than 500 locations within our portfolio across the United States. We have the superior ability to leverage the power of cutting-edge technology, supply legendary customer service, and provide best-in-class practices to our clients continuously. We are experts at meeting the unique needs of the markets we serve including hospitality, healthcare, events, municipalities, office, retail, and universities. Come meet us and you be the judge.WHO WE NEEDThis position will bridge the gap between the Human Resources and Special Events teams, while managing small scale implementations and being the point of contact for ongoing events and event staff with a heavy focus on a variety of administrative and clerical duties related to scheduling, roster management, HR (onboarding, payroll, offboarding), and other general tasks in support of the Special Events division.Provide real-time scheduling support and roster management for Special Events employees and communicate company/client policies and procedures.Design, produce, and maintain clear job-aids and SOPs to ensure consistent and effective work processes.Provide direct administrative support to leaders, including email correspondence, and generation and distribution of memos, letters, spreadsheets, forms, and schedules.Coordinate special events details including recruiting and roster updates, staffing needs, as well as potential time conflicts/situations that the day-of event manager should be aware of.Onboarding/ Offboarding obligations for employees such as schedule and conduct interviews, ensure prospective employees complete paperwork, host onboarding orientations, as well as complete any necessary offboarding procedures.Payroll oversight for employees including verification of attendance, hours worked, pay adjustments and “pay rates”, as well as distribution of that information to your supervisor in the form of a weekly payroll report.Weekly Invoicing.Collaborative working style with various departments such as Recruitment/HR to ensure hiring needs are met.Weekly meeting with the Special Events team to discuss upcoming events.IDEAL CANDIDATE SKILLSPrevious experience in events, scheduling, and roster managementAbility to multitask between various projects & event obligationsExperience with Payroll and Scheduling SoftwareStrong Excel skills, knowledge of Teams, particularly QuickBooks, Smartsheet and project management softwareDisplay original thinking and creativity, meet challenges with resourcefulnessHighly organized with the ability to meet deadlines consistently and work independently while being a positive contributor to the teamWrite and verbalize clearly, informatively, and effectivelyWork with integrity and ethics; uphold organizational valuesContinually learn, develop strategies, seek advice from others and think critically to solve problems and overcome obstaclesTreat others with respect and consideration, accept responsibility for your own actions and follow through on commitmentsMINIMUM REQUIRED QUALIFICATIONSAt least 3 years of experience in a high-level administrative position, operations coordinator, project coordinator, or similar business-related positionAt least 1+ year of experience leading process improvement and process documentation, serving as a subject matter expert, or supporting implementations.BENEFITS WE OFFER18 days of Recharging your Battery (PTO)Paid Parental LeaveVolunteer Time Off (VTO)Paid holidaysBereavementMedical, Dental, VisionFlexible and health spending accountsShort term disabilityCritical illness and accident benefitsLife insurance, tuition reimbursement401(k) and more are available to eligible Team MembersThere’s also the opportunity to work with a genuinely awesome team of co-workersProfessionalism, mutual respect, and a sense of humor are traits we value and exhibit. That’s not marketing lingo, it’s the truth. Come meet us and you be the judge.***Equal Employment Opportunity