Job Description

Job Description

Job Description

The City of Lake Alfred is seeking an organized and dynamic **Special Events & Program Coordinator** to manage and oversee facility bookings, client contracts, event coordination, and programming for the Parks & Recreation Department. The coordinator will play a crucial role in ensuring successful city-run events, community programs, and athletic activities. This role involves a mix of client-facing responsibilities, event management, and administrative duties with an independent scope of work.

Key Responsibilities:

• Assist in preparing and coordinating the summer camp program in collaboration with the Library staff.
• Oversee City-run events, including Bluegrass Festival, Car Show, Back to School, Fire Open House, Christmas Parade, Employee Holiday Parties, and more.
• Manage facility bookings, contracts, client billing, and serve as a client liaison.
• Coordinate with city departments for event permits, such as food trucks and special events.
• Issue set-up and service requests for events and ensure coordination with park staff and relevant departments.
• Conduct facility tours and respond to booking inquiries from clients.
• Prepare presentations, distribute marketing materials, and monitor event planning activities.
• Ensure all required event-related documents (contracts, deposits, insurance, etc.) are submitted on time.
• Work with clients to understand event needs and provide details on the facilities' capabilities, policies, and fees.
• Handle customer service complaints and vendor coordination for events.
• Assist in athletic program coordination and run field trips or other park-related programs.
• Serve as the event duty manager and work flexible hours, including nights, weekends, and holidays.

Qualifications:

• A high school diploma or equivalent is required; an associate’s degree in marketing, business administration, public administration, sports administration, or a related field is preferred.
• Two (2) years of experience in event coordination or client service, ideally in a comparable setting.
• Equivalent combinations of education, training, and experience will be considered.

Special Requirements:

• Must possess a valid driver’s license and maintain a valid telephone number.
• Experience with government operations is preferred.

Knowledge, Skills, and Abilities:

• Knowledge of event scheduling, contract negotiation, and client requirements.
• Familiarity with convention sales, public relations, and event coordination principles.
• Ability to plan, organize, schedule, and supervise event activities.
• Proficiency in using personal computers; knowledge of CAD Lite and USI management systems is helpful.
• Excellent communication skills, both oral and written.
• Strong relationship-building skills to maintain effective working relationships with clients, coworkers, and supervisors.
• Ability to budget event specifics related to staffing and logistics.

Licenses, Certification, or Registration:

• Must have or be willing to obtain CPR/First-Aid Certification.

Physical Requirements and Work Environment:

• Sedentary work with some standing and walking.
• Ability to lift up to 25 pounds regularly.
• Routine keyboard operations.
• Occasional outdoor work in high heat and varying weather conditions during events.

Why Join Us?

The City of Lake Alfred offers a collaborative and supportive work environment with opportunities to engage with the community and contribute to meaningful public events. We are committed to equal employment opportunities and maintaining a drug-free workplace.

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