Coordinator, Show Operations

SUMMARY

Under direct supervision, provides support to the Manager, Operations by coordinating Show-related parking and transportation operations, serving as Staff Coordinator for assigned committees, supporting committee operations and budgets, managing asset distribution and radio communications, and performing related department responsibilities to promote accurate, timely and efficient operations.

ESSENTIAL DUTIES AND RESPONSIBILITIES include but are not limited to the following:

STAFF COORDINATOR COMMITTEE SUPPORT

• Serves as Staff Coordinator for the Asset Distribution and Transportation Committees, working directly with committee chairmen, leadership, and volunteers to communicate approved Show policies, deadlines, decisions, and operational expectations.
• Coordinates committee meetings and events, including invitations, rooms, setup, hospitality, audiovisual needs, materials, and follow-up communication.
• Maintains committee rosters, procedures, schedules, maps, shared files, correspondence; coordinates committee parking, credentialing, supplies, equipment, and Showtime set up.
• Coordinates vendor communication, quotes, contracts, orders, delivery details, invoices and service issues; escalates cost, scope or contractual concerns to Manager, Operations.
• Supports committee budget planning and monitoring by maintaining purchasing, expense and reconciliation records and reporting variances or risks.
• Monitors committee deliverables and open items; verify information for accuracy and elevates issues requiring management direction.

DEPARTMENT RESPONSIBILITIES

• Assist with parking pass design, proof review, ordering, distribution, inventory control, and reconciliation for approved staff, committees, volunteers, contractors, and operational groups.
• Supports parking and transportation operations by maintaining accurate schedules, maps, contact lists, and service requests for trams, golf carts, Show vehicles and related services.
• Coordinates requests, allocations, delivery, numbering, distribution, return and reconciliation for golf carts, ATVs, radios, and other operational assets.
• Maintains equipment training certifications, damage documentation, insurance records and other related files.
• Provides onsite support before, during and after Showtime; communicates updates, documents issues, troubleshoots operational needs and routes urgent matters to the Manager, Operations.
• Maintains accurate department records and reports; supports cross-departmental requests and performs other related duties as assigned.

SUPERVISORY RESPONSIBILITIES

This job will have supervisory responsibilities to oversee temporary staff, contractors, and volunteers

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

Bachelor's degree from four-year College or University; or one to two years related experience and/or training; or equivalent combination of education and experience.

LANGUAGE SKILLS

Ability to interpret business, technical and regulatory information; prepare reports, correspondence and procedures; and communicate effectively with leadership, partners, customers, and the public.

OTHER SKILLS AND ABILITIES

Requires ability to work independently, make independent judgments and problem-solving by collecting data, establishing facts, drawing conclusions. Must have experience with coordinating events. Must have organizational and prioritization skills. Have a working knowledge in computer skills including Outlook, Excel, Word, Smartsheet, and NetSuite.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The employee may be required to sit, stand, climb, balance, stoop, kneel, crouch or crawl. During the Show, the employee may be required to frequently walk to various places on the grounds. The employee may be required to lift and/or move 15 or more pounds. Extended work hours required, especially during peak periods. The employee may be on their feet for up to sixteen hours per day during set-up and the Show.

WORK ENVIRONMENT

The role operates in office, event, outdoor and operational settings. Work may involve exposure to crowds, vehicles, loud noise, inclement weather, dust, chemicals, animals and emergency or incident situations, with reasonable accommodation as applicable.

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