What are the responsibilities and job description for the Pavilion Coordinator position at Grays Harbor County?
Summary
Under general supervision, this position coordinates the day-to-day operations of the Fairgrounds and Pavilion facilities, supporting the planning, scheduling, and execution of the County Fair and year-round events. Responsibilities include facility scheduling, event setup and coordination, vendor and lessee relations, and oversight of temporary staff to ensure efficient, safe, and customer-focused operations.
The role maintains Fairgrounds buildings, grounds, and equipment in a clean and functional condition; provides custodial, landscaping, and minor maintenance support.
This position works closely with internal staff, community groups, and external partners to maximize facility use, enhance revenue opportunities, and deliver successful events. Work includes evenings, weekends, and holidays, with responsibility for supporting public safety personnel and ensuring a positive experience for all Fairgrounds users.
Essential Duties
- Schedule, coordinate, and maintain Fairgrounds and Pavilion facilities, equipment, and grounds to ensure safe, clean, and efficient operations within budget constraints.
- Perform custodial and groundskeeping duties, including cleaning buildings, restrooms, and common areas, as well as maintaining landscaping, flowerbeds, and greenhouse operations.
- Assist with minor maintenance and repair tasks and ensure all tools, equipment, and facilities are maintained in good working condition.
- Perform regular inspections of concession facilities (minimum quarterly) to confirm proper operation, cleanliness, safety, and regulatory compliance.
- Monitor and verify that all vendors and lessees adhere to applicable public health, food safety, and sanitation protocols in accordance with local and state regulations.
- Coordinate and oversee landlord-provided maintenance services (e.g., equipment servicing, or similar support), including vendor communication and scheduling.
- Evaluate facility conditions and operational practices to ensure alignment with legal requirements and industry standards, documenting findings and recommending corrective actions when necessary.
- Maintain records of inspections, compliance checks, and maintenance activities to support accountability and continuous improvement.
- Assist in planning, organizing, and supporting the County Fair and interim events to maximize facility use and revenue generation.
- Coordinate event logistics including scheduling, setup, teardown, and on-site support for events, including evenings and weekends.
- Organize and manage recurring events such as swap meets and other public activities.
- Maintain accurate event records and files for fairs, rentals, camping, and storage.
- Work collaboratively with diverse user groups, lessees, vendors, and community organizations to ensure successful events and full utilization of Fairgrounds facilities.
- Coordinate and oversee onsite vendors and ensure compliance with applicable local and state regulations.
- Collect fees for facility rentals, events, camping, and other uses.
- Schedule, assign, and supervise temporary staff (typically 3–10 employees) to support events, maintenance, and operations.
- Assist emergency personnel (fire, law enforcement, EMS) as needed during events or incidents.
- Ensure facilities and events operate in a safe and compliant manner.
Knowledge, Skills, and Abilities:
- Knowledge of preventive maintenance procedures.
- Ability to responsibly manage cash and operate cash registers & credit card machines.
- Skilled in attention to detail and accuracy.
- Skilled in the use of standard office equipment i.e., computers, printers, calculators, etc.
- Skilled in the use of Microsoft Office software.
- Ability to organize work and meet established deadlines.
- Ability to work flexible hours and overtime as dictated by the event schedule.
- Ability to operate hand power cleaning and polishing equipment.
- Ability to follow oral and written instructions.
- Ability to work independently with minimal supervision.
- Ability to work in a safe, efficient, and cooperative manner.
- Ability to obtain and maintain First Aid, CPR, and Defensive Driving certifications.
- Ability to establish and maintain effective working relations with coworkers, supervisors and the general public.
- Ability to pass a criminal history background check.
Qualifications
- High school diploma or GED equivalent.
- One year experience working with event coordination; minor maintenance; janitorial
- Valid Washington State Driver’s License.
Supplemental Information
PHYSICAL REQUIREMENTS:
This position typically requires:
Climbing
Mobility
Feeling
Balancing
Pushing
Talking
Stooping
Kneeling
Pulling
Hearing
Crouching
Lifting
Seeing
Reaching
Finger Dexterity
Repetitive Motion
Standing
Grasping
Must have the ability to lift fifty (50) lbs. minimum and be able to maintain standing for long periods.
WORK HOURS:
This position requires work on nights, weekends and odd hours, as dictated by events. The weekly schedule will typically be Thursday through Monday. Persons filling this position must be willing to work a flexible schedule and overtime hours as necessary.
_________________________________________________________________
The statements contained herein reflect general details describing the principal functions of this job, the level of knowledge and skills typically required, and the scope of responsibility. They are not an all-inclusive listing of duties and responsibilities, and the incumbent may perform other duties as assigned.
GRAYS HARBOR COUNTY IS AN EQUAL OPPORTUNITY EMPLOYER