Coordinator - Concessions

Job Overview

This position supports the Sales and Rentals Department by coordinating year-round interim events, processes, communications, and logistics to ensure smooth and efficient operations.

Duties and Responsibilities include, but are not limited to, the following:

• Responsible for the overall coordinating of assigned Interim Events.
• Meets with promoters to ascertain equipment/labor needs and other relative event requirements.
• Insures opening readiness of the rented grounds.
• Serves as the District’s liaison during the event. Troubleshoot issues arising from patrons, vendors and promoters.
• Coordinates the responsibilities of all other relative departments to ensure the Events are running smoothly.
• Coordinates all post event invoices after the event and insures accuracy of billing and payment information.
• Gathers feedback and reports on event success.
• Coordinates vendor communication during the San Diego Fair by providing excellent customer service in person, by phone, and via email; answers questions promptly from vendors and partners while handling frequent interruptions.
• Coordinates vendor paperwork by reviewing, verifying, and maintaining forms, contracts, and documents. Assists vendors with questions and ensures accuracy and completion.
• Maintains and updates vendor records using vendor management software to ensure information is accurate and accessible.
• Coordinates insurance compliance by tracking and organizing insurance documents for all vendors.
• Monitors financial compliance by tracking vendor payments and maintaining accurate payment records.
• Coordinates contract workflow by tracking the status of contracts and ensuring deadlines are met.
• Prepares and distributes vendor information including packets, updates, and materials needed for participation.
• Coordinates vendor packet assembly by preparing, copying, and organizing employment packets, forms, and other materials.
• Operates office equipment and applications including computers, copier, scanner, fax machine, and department software to support vendor operations.
• Ensures compliance with regulations when handling sensitive and confidential information.
• Supports departmental projects by assisting the team in planning and executing special projects and initiatives.

Attends weekly Event Service Meetings to review distributed event information.

• Excellent customer service, communication skills, and team player.
• Detail-oriented, organizational skills, quick learner, ability to multi-task, work independently, and meet deadlines.
• Knowledge of office procedures and office equipment including computers and applicable software applications.
• Good judgement and professionalism.

• Works in a variety of settings, including in a standard office setting, and outdoors walking around the property exposed to weather conditions.
• While performing this job, employee is frequently required to sit, talk and hear.
• The employee is occasionally required to walk, use hands and fingers to operate standard office equipment, push and pull file drawers and move items up to 30 pounds.
• Work may include walking and standing on foot for long periods of time.
• Works a flexible schedule including nights, weekends, and holidays when necessary.
• Work activities also require the employee to read, write and speak English at a level required for successful job performance.