What are the responsibilities and job description for the Coordinator, Special Events position at Diamond Baseball Holdings Llc?
Position Summary
The Coordinator, Special Events is a pivotal role responsible for maximizing the use of PNC Field beyond RailRiders game days through the successful booking, planning, and execution of third-party non-ticketed rentals and private events. Additionally, this position will be the primary liaison for all game-day entertainment, ensuring a dynamic, professional, and engaging experience for all fans. This role requires a blend of sales acumen, logistical expertise, and creative vision.
Key Responsibilities
I. Non-Game Day Event Coordination (Event Services)
- Sales & Booking: Actively prospect, solicit, and manage the rental of PNC Field facilities (e.g., club spaces, suites, field, concourse) for non-ticketed, private events, including corporate meetings, company picnics, private parties, banquets, and non-public group outings,parking lot rentals, etc.
- Client Management: Serve as the primary point of contact for all external clients from initial inquiry through event completion, ensuring a high level of customer satisfaction.
- Logistics: Coordinate all necessary logistics for booked events, including catering, staffing, security, audio/visual needs, setup, and teardown, working closely with internal departments and approved external vendors.
- Revenue Generation: Develop and implement strategies to meet or exceed annual revenue goals for non-ticketed rental income.
- Contract Management: Draft, negotiate, and manage rental agreements and contracts, ensuring compliance with all facility policies and regulations, including insurance and liability requirements.
II. Game Day Entertainment and Booking
- Talent Booking: Contract and manage all necessary game-day talent, including but not limited to, national anthem performers, color guards, ceremonial first pitches, pre-game acts, and between-inning entertainment (e.g., mascots, stunt teams, musical acts).
- Theme Night Support: Work closely with the Marketing and Promotions team to integrate booked entertainment seamlessly into theme nights and promotional activities.
- Fan Engagement: Assist in the execution of on-field contests, promotions, and interactive segments to enhance the fan experience and atmosphere.
- Budget Management: Manage the entertainment budget, ensuring cost-effective booking of high-quality acts and accurate expense tracking.
- Database Management: Maintain and grow a comprehensive database of local, regional, and national entertainment acts.
III. Administration & Operations
- Staffing: Coordinate staffing needs for all events (non-game day), including scheduling, training, and managing event staff/volunteers as required.
- Interdepartmental Liaison: Maintain strong communication with all RailRiders departments (Operations, Sales, Marketing, Food & Beverage) to ensure seamless event execution and adherence to brand standards.
- Compliance: Ensure all events adhere to safety regulations, ADA requirements, insurance policies, and MLB/Minor League Baseball operational standards.
Essential Qualifications and Skills
Education and Experience
- Preferred: Bachelor’s degree (BA or BS) in Sports Management, Hospitality, Marketing, or a related field. Exceptional candidates with equivalent professional experience will also be considered.
- Required: Minimum of 3-5 years of progressive experience in event management, facility sales, or sports entertainment production.
- Preferred: Prior experience in a professional or collegiate sports environment, particularly within the Minor League Baseball (MiLB) system.
- Required: Proven track record in B2B (business-to-business) sales, specifically related to venue rental or event services.
Core Skills and Competencies
- Sales and Client Relations: Exceptional verbal and written communication skills for professional correspondence, proposal development, and contract negotiation. Demonstrated ability to prospect and close sales leads for venue rentals.
- Event Logistics and Operations: Expert knowledge of event planning, production, and execution. High proficiency in budget management and financial tracking.
- Creative Entertainment Management: Proven ability to identify, book, and manage professional talent. A strong understanding of in-game presentation and creating a dynamic fan atmosphere. Knowledge of local bands, entertainers, and event vendors in the Scranton/Wilkes-Barre region is highly preferred.
- Work Environment: Must be highly organized, detail-oriented, and capable of managing multiple projects simultaneously under tight deadlines. Flexibility to work non-traditional hours, including evenings, weekends, and holidays, particularly during the baseball season and for booked events.
- Technical Proficiency: Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint) and experience with CRM (Customer Relationship Management) software is preferred.