TSA - Event Coordinator

TAMPA SPORTS AUTHORITY

DEPARTMENT/SECTION: Operations RJS Events

POSITION TITLE: Event Coordinator Full Time

NJ ($21.53 - $34.44 Hourly)

POSITION CLASSIFICATION: Tenured

GENERAL DESCRIPTION:

The Event Coordinator will be responsible for the overall coordination and supervision of support services for events and functions to ensure efficient event operations and providing superior experience to the tenants and guests of Raymond James Stadium.

The Event Coordinator will serve as the facility lead contact and oversee the planning and coordination of private events, parking lot events and small and large stadium events, while also serving in a support role to the Event Manager on major stadium events.

In addition, the Event Coordinator shall assist with the supervision of the day-to-day activities of the Guest Services Staff, Security Contractors, Ushers, and Parking Staff, ensuring that the services are provided in an efficient, effective, and timely manner.

POSITION REPORTS DIRECTLY TO: Director of Events

JOB RESPONSIBILITIES:

1. Coordinates events and acts as the manager on duty for stadium events including private events, small stadium events, festivals, parking lot events and other events as assigned.
2. Conducts site visits and works closely with clients to establish and execute event needs.
3. Coordinates event day preparations, to include, but not limited to, usher, security and guest service staffing, gate setup, signage placement, barricade placement, credentials, parking passes, wristbands and other event coordination and preparation activities.
4. Uses Event Booking software to coordinate with internal departments, outside organizations, tenants, vendors, other governmental departments, private firms and clients and operational service contractors, to include, but not limited to, local, regional and national law enforcement agencies, local fire departments, the Tampa Bay Buccaneers, ReliaQuest Bowl, the University of South Florida, the Gasparilla Bowl, Feld Entertainment, guest services, security, ushers, 24 hour security, parking, events, traffic planning and other misc. event promoters and service providers who frequently service event operations.
5. Attend and participate in Authority Operations/Event planning meetings when required. Participate in other weekly meetings necessary for conducting internal and external business. Attend regularly scheduled staff meetings to share relevant information and gain feedback relating to methods to improve service to customers, both internal and external, and to ensure efficient operations of the grounds for events. Attendance and/or travel may be required for meetings or maintenance held off site.
6. Maintains a working knowledge of budgetary procedures and controls. Assist in verification of proper coding of departmental expenses to ensure accurate accounting and provide sufficient data for financial preparation and budget planning. Reconciles cash and the daily general ledger submissions events to the finance department. Prepares event billing invoices for proper billing by the finance department. Prepares and maintains revenue and expense reports in event folders.
7. Conduct regular facility inspections to review facility, grounds, equipment, personnel, general activity and share findings and observations with departmental managers or coordinators to assist in maintaining a superior level of facility function, polish and efficiency, and review and recommend equipment, supplies and materials required to provide services to Authority and their clients.
8. Write timely, accurate bid specifications for departmental purchases. Reviews Guest Service and Parking Department payrolls, event related contracted services invoices and departmental purchases prior to submission to the Director of Event Services for approval. Follow all appropriate purchasing procedures accurately.
9. Participate in budget meetings and provide input relating to expenditure projection. Verify proper coding of payroll, event expenses and purchases to ensure accurate accounting and sufficient data for appropriate billing, planning, and expenditure projecting.
10. Provide leadership on continuous improvement and team building efforts. Participate in employee committees and staff meetings emphasizing team management, high morale, and quality service to Authority customers. Conduct and maintain performance evaluation and professional development programs for subordinate personnel. Counsel subordinate personnel as required to manage personnel issues. Conduct internal investigations as required by any on-going disciplinary process and recommend and/or administer discipline as required.
11. Seek out, develop, and assist in the participation in industry related associations and trade shows in support of quality service to our clients. Keep abreast of innovations, improvements in procedures, and developments within the operational aspects of our industry to seek better methods to improve efficiency, levels of service, personnel performance, and reducing operating costs.
12. Provide a safe environment free of harassment for department employees and ensure compliance with all Authority policies, applicable OSHA standards and local, state, and federal laws including the Americans with Disabilities Act of 1990.
13. Use computer terminal to enter and retrieve information and prepare reports as required. Create and maintain event folders and guest service, usher, security, law enforcement, fire safety and Parking Department filing systems and records to ensure that all department personnel, equipment, and supplies are accurately maintained and invoiced to events.
14. Perform other duties, functions, special projects, and responsibilities, as assigned.

general requirements:

1. The Event Coordinator shall be knowledgeable in all administrative and operational rules, procedures and programs of the Parking and Events Departments
2. Position requires irregular schedules, including evenings, weekends, and holidays; the performance of work assignments may not be directly related to job specifications. Adjustments of shifts, overtime, breaks, etc. may be required upon short notice.
3. Develop and maintain accurate records, logs, and reports for the department.
4. Position requires ability to interact with fellow employees, clients, the general public and outside vendors in a courteous, cooperative, and professional manner.
5. Maintain a high public image, positive attitude and demeanor when performing a service for tenants and the general public in and around the facilities.
6. Knowledge of safety requirements (OSHA, NFPA, ADA) for events or functions.
7. Demonstrated ability to coordinate diverse support services for events or functions.
8. Exceptional organizational and interpersonal skills including the ability to motivate others.
9. Ability to demonstrate excellent oral and written communication skills in the English language.
10. Ability to walk or stand for long periods of time. Ability to lift over 50 lbs. and work in non- airconditioned environments.

MINIMUM QUALIFICATIONS:

1. Graduation from an accredited four-year college or university with a degree in sports management, business administration or related field. Experience in event coordination or management may be substituted at the rate of two (2) years experience for each year of college.
2. One to two (1-2) years of previous experience in event coordination, accounting, finance, or event management at a public assembly venue.
3. Must have a thorough knowledge of office equipment and computer systems with a demonstrated ability to use business applications. Knowledge of AutoCAD preferred.
4. Valid drivers license.