Special Events Coordinator

Department: Recreation
Reports to: Recreation Manager

General Description

The Special Events Coordinator is responsible for planning, organizing, coordinating and executing a wide variety of recreational and community special event programs. This position oversees event logistics and operations while ensuring events are high quality, effective, cost efficient, and meeting the needs of the Belleair community. The Special Events Coordinator will seek out and develop partnership opportunities with a variety of businesses, community members and organizations to increase community involvement through sponsorships and charitable donations. The position requires strong organization, communication, customer service and project coordination skills, as well as the ability to manage multiple responsibilities in a fast-paced environment. The position works in collaboration with Recreation Department staff across all activities, athletics, special events and community programs to promote a unified team. Must be able to work a flexible schedule including evenings, weekends, holidays and other variable hours as necessary to support special events, programs and activities.

Essential Functions

• Responsible for all aspects of special events coordination including budgeting, sponsorships, donations, outside vendor contracts, revenue collection, organization, booking entertainment, venues, VIP, and creating successful special events
• Organize and successfully implement numerous special events each year, including but not limited to; Back-to-School Drive, Halloween Skeleton Trail, Halloween Bash, Wiffle Ball Tournaments, Pickleball Tournaments, Adopt-a-family, Holiday Parade and Party, Gift Delivery, Community Wide Garage Sale, Belleair Sunset 5K & Fun Run, Springfest & Arbor Day celebration, Summer Kick-off Sip & Slide and miscellaneous community outreach programs
• Develop, organize and present innovative ideas for new special events to encourage community engagement
• Prepare detailed event budget and monitor throughout the planning and execution process; provide periodic progress reports to the Recreation Supervisor and Recreation Manager
• Maintain accountability for event finances, including check requests, invoicing, revenue collection, financial tracking and post-event reporting
• Coordinate, organize and run a special events volunteer team, Youth Advisory Council and regular staff responsibilities
• Assist in the preparation of written reports and presentations
• Seek and develop strategic partnership opportunities with local schools, non-profit organizations, civic groups, and other government agencies to expand community engagement
• Coordinate fundraising initiatives, sponsorships, donations and public relations for events and programs
• Identify external sources of funding, secure funding through participation in application development and approval processes
• Ensure special events and recreational programs comply with applicable local, state, and federal codes, regulations, policies, and safety requirements.
• Work in conjunction with the Communications Manager to promote recreational special events and programs, including preparing and presenting brochures, newsletters, social media, digital communication and related material as required
• Prepare, process and maintain event contracts, vendor agreements and related event operations
• Work with Recreation Manager and Supervisor in long-range planning, event development, event calendars and priorities for special events
• Work in collaboration with Recreation staff across all activities, athletics, special events and community programs to promote consistent service delivery and a unified team
• Support and work the front reception desk administrative duties, including registering participants, collecting fees and membership dues, keeping accurate program and participant records, and preparing related reports
• Respond to inquiries and greet the public in a courteous, professional, helpful, and tactful manner, both in person and on the telephone
• Demonstrate thorough knowledge of, and adheres to all, established Recreation Department and Town policies and procedures
• Perform additional duties and responsibilities as assigned in support of Recreation Department operations, programs and community initiatives as necessary

Education and Qualifications

• High School Diploma or GED equivalent; coursework in education or recreation preferred
• A minimum of two (2) years of experience in fundraising and donation organization
• A minimum of two (2) years of experience in event planning
• Equivalent combination of education and/or experience may be considered in place of the above qualifications

Knowledge, Skills and Abilities

• Advanced interpersonal skills to build and maintain effective working relationships with a variety of internal and external customers and contacts
• Advanced analytical, evaluation, public relations, project management, organizational, planning, presentation and communication skills both verbal and written
• Ability to work under tight deadlines and remain flexible when event plans suddenly change
• Attention to detail and ability to multitask activities in a fast-paced environment
• Talent for creative problem solving
• Ability to work independently
• Ability to turn a creative vision into reality through innovative ideas
• Ability to generate special events revenue through sponsorships, donations and ticket sales
• Exceptional organization, aptitude for planning and following budgets
• Ability to resolve conflict among program participants with firmness and tact
• Ability to communicate effectively, verbally and in writing

Special Requirements

• Must pass a Level II background screening
• Must have a current CPR / AED certification or obtain within one (1) year of hire (training provided)
• Valid State of Florida driver’s license
• Attends and participates in a variety of training sessions and conferences, such as Florida Recreation & Park Association (FRPA)

Physical Requirements

• Must frequently lift and/or move more than forty (40) pounds and occasionally assist in lifting and/or moving more than one hundred (100) pounds
• Required to move; stand, climb or balance; stoop, kneel, crouch or crawl; and sit
• Acceptable vision abilities required with or without correction
• Ability to hear normal conversational speech and the ability to distinguish between different sounds in a noisy environment

Work Environment

The statements noted below are intended to describe the general nature and level of work being performed and are not to be construed as a comprehensive list of responsibilities, duties and skills required. These statements are subject to change at the discretion of the employer.

• Administrative work completed in an office setting
• Frequently work outside during recreational programs, events and activities
• Noise level varies from moderately loud to loud in field settings, and moderately quiet in office settings

Benefits

In addition to salary, all full-time positions with the Town include a top-of-the-line benefits package including:

• 100% employer-paid medical premiums (employee only)
• Additional $1,300/year employer contribution towards cafeteria plan benefits
• Attractive 401(K) and other deferred compensation options; 9% Employer contribution with 3% employee contribution
• Paid leave including: holidays, floating holiday, vacation and sick
• Discounts on Town of Belleair Recreation programs and events
• Access to Employee Fitness Room
• Tuition reimbursement
• And more!