What are the responsibilities and job description for the Events Coordinator position at Holland, City of (MI)?
SCHEDULE: 24 hours per week, with some nights and weekends required.
REPORTS TO: Recreation Administrator
JOB SUMMARY: The Event Coordinator plans and implements community events for the Parks and Recreation Department. This position manages assigned events from initial planning through on-site execution and evaluation. Responsibilities include coordinating schedules, vendors, entertainment, staffing, equipment, site operations, and event-related expenses.
The Event Coordinator works with City staff, community organizations, sponsors, contractors, volunteers, and members of the public to provide safe, organized, and welcoming events.
2. Develop event work plans that identify timelines, locations, staffing, equipment, supplies, parking, utilities, and other operational requirements.
3. Secure and coordinate vendors, performers, contractors, food providers, and participating organizations.
4. Work with City departments and outside agencies to address permits, public safety, traffic control, facility use, and site requirements.
5. Prepare staffing assignments and provide direction to part-time employees and volunteers during events.
6. Oversee event setup, operation, and cleanup while responding to schedule changes, equipment issues, weather conditions, and other unexpected circumstances.
7. Assist with developing event budgets and process purchase requests, contracts, invoices, and payment documentation in accordance with City procedures.
8. Develop and maintain event marketing timelines to ensure information is shared accurately and in a timely manner.
9. Assist with creating and distributing event content for social media, email newsletters, websites, flyers, signs, and other promotional materials.
10. Maintain accurate event records, including contact information, agreements, schedules, attendance, revenue, expenses, incidents, and evaluations.
11. Fulfill event-related sponsorship commitments, including signage, displays, announcements, and sponsor participation.
12. Maintain an inventory of event equipment, decorations, signs, and supplies and identify replacement or purchasing needs.
13. Serve as a professional and responsive department representative when working with participants, partners, vendors, and members of the public.
14. Review each assigned event and recommend changes that improve safety, participation, customer experience, efficiency, marketing reach, or financial performance.
15. Follow established City and department policies, safety procedures, purchasing requirements, brand standards, and customer service expectations.
16. Support other department programs, projects, marketing efforts, and events as assigned.
- At least two years of experience in event coordination, recreation, hospitality, community programming, marketing, communications, or a related field. Relevant education may be considered in place of experience.
- Experience coordinating vendors, staff, volunteers, or event operationspreferred.
- Experience creating social media content, promotional materials, or other public communications preferred.
- Strong organizational skills and the ability to manage multiple events, deadlines, and details.
- Effective written and verbal communication skills.
- Ability to work independently, make sound decisions, and respond calmly to changing event conditions.
- Ability to establish positive working relationships with City staff, community partners, vendors, volunteers, and the public.
- Proficiency with email, word-processing, spreadsheet, scheduling, social media, and other standard office applications.
- Valid driver’s license and an acceptable driving record.
- Availability to work evenings, weekends, and occasional holidays.
- Ability to obtain CPR, AED, and First Aid certification within six months of employment.
- Work includes a combination of office, facility, and outdoor work environments with frequent movement between recreation facilities and event locations.
- Work may require evenings, weekends, holidays, and irregular hours to support programs, events, rentals, and facility operations.
- Work includes frequent interaction with participants, user groups, contractors, vendors, sponsors, and the public.
- Work requires occasional lifting, carrying, setup, teardown, and physical support of programs, events, and operational activities.
Salary : $21 - $23