Special Events Coordinator

The Car Park; Raleigh (NC); On-site; USD 42,000 - 58,000; Full time

Benefits offered by this job

18 days PTO

Paid parental leave

Volunteer Time Off

Paid holidays

Bereavement

Medical, Dental, Vision

Flexible health spending accounts

Short term disability

Critical illness and accident benefits

Life insurance

Job summary

The Car Park is seeking a Special Events Coordinator who bridges HR and events, handling scheduling, onboarding, payroll, and staff coordination for both in-office and field-based activities. This role emphasizes a balanced mix of administration and hands-on event support.

This position requires strong organizational skills, proven multitasking abilities, and effective communication. You will work closely with multiple departments to ensure smooth event operations and timely staffing across

Qualifications

• 3+ years in a high-level administrative role, operations coordinator, or similar.
• 1+ year leading process improvement or documentation.

Responsibilities

• Provide real-time scheduling and roster management for Special Events staff and communicate policies.
• Design, produce, and maintain SOPs and job-aids for consistent processes.
• Provide administrative support to leaders: emails, memos, forms, and schedules.
• Coordinate event details including recruiting, roster updates, and day-of-event considerations.
• Oversee onboarding/offboarding, scheduling, and interviews; conduct orientations.
• Oversee payroll verification, hours worked, pay adjustments, and weekly payroll reports.
• Handle weekly invoicing and collaborate with Recruitment/HR to meet hiring needs.
• Hold weekly meetings with the Special Events team to discuss upcoming events.

Skills

Scheduling

Roster management

Payroll oversight

Multitasking

Highly organized

Communication

Tools

Payroll software

Excel

Teams

QuickBooks

Smartsheet

Project management software

Job description

This Isn't Your Typical 8-5 Office Job

If 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 Are

Professionalism, 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 Need

This 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 Skills

• Previous experience in events, scheduling, and roster management
• Ability to multitask between various projects & event obligations
• Experience with Payroll and Scheduling Software
• Strong Excel skills, knowledge of Teams, particularly QuickBooks, Smartsheet and project management software
• Display original thinking and creativity, meet challenges with resourcefulness
• Highly organized with the ability to meet deadlines consistently and work independently while being a positive contributor to the team
• Write and verbalize clearly, informatively, and effectively
• Work with integrity and ethics; uphold organizational values
• Continually learn, develop strategies, seek advice from others and think critically to solve problems and overcome obstacles
• Treat others with respect and consideration, accept responsibility for your own actions and follow through on commitments

Minimum Required Qualifications

• At least 3 years of experience in a high-level administrative position, operations coordinator, project coordinator, or similar business-related position
• At least 1+ year of experience leading process improvement and process documentation, serving as a subject matter expert, or supporting implementations.

Benefits We Offer

• 18 days of Recharging your Battery (PTO)
• Paid Parental Leave
• Volunteer Time Off (VTO)
• Paid holidays
• Bereavement
• Medical, Dental, Vision
• Flexible and health spending accounts
• Short term disability
• Critical illness and accident benefits
• Life insurance, tuition reimbursement
• 401(k) and more are available to eligible Team Members
• There’s also the opportunity to work with a genuinely awesome team of co-workers

Professionalism, 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