Coordinator, Show Operations

Under direct supervision, provides clerical and administrative support to the Director, Show Operations and Manager, Operations. Coordinates related department activities and committee events and is responsible for all administrative duties.

Under direct supervision, provides clerical and administrative support to the Director, Show Operations and Manager, Operations. Coordinates related department activities and committee events and is responsible for all administrative duties.

include but are not limited to the following:

• Serve as staff coordinator and primary point of contact for assigned committees, including Rodeo Express and Events & Functions, coordinating routine planning, communications, schedules, records, and operational needs with committee leadership, volunteers, and internal departments.
• Maintain committee action plans, calendars, rosters, parking assignments, budgets, and required pre-Show and post-Show documentation. Communicate approved policies, deadlines, and decisions; track follow-up items; and escape exceptions or significant concerns to the Manager, Operations.
• Coordinate committee meetings, orientations, work sessions, and events, including space layouts, equipment, materials, vendor services, staffing, onsite support, and follow-up documentation.
• Manage committee supplies, apparel, merchandise, recognition items, furniture, tents, golf carts, signage, and related equipment, including inventories, deliveries, distribution, returns, invoices, and expense tracking. Support Rodeo Express and related transportation operations by maintaining schedules, routes, contacts, parking records, service requests, and operational materials.

• Coordinate assigned events and functions from planning through post-event follow-up, maintaining timelines, schedules, space assignments, service requirements, staffing requests, records, and final reports. Gather complete requirements and route items requiring approval or escalation to the Manager, Operations.
• Coordinate event logistics and services with internal and external departments, venue partners, vendors, contractors, caterers, transportation providers, parking partners, security teams, volunteers, hotels, and outside organizations. Track open requirements and elevate contract, safety, service, or schedule concerns.
• Prepare and update event layouts, floor plans, room diagrams, parking plans, maps, signage, instructions, and site logistics documents using AutoCAD. Verify capacities, equipment placement, access needs, guest flow, and other execution details before distribution.
• Support onsite setup, event execution, transportation and parking operations, and breakdown by confirming vendor arrivals, room readiness, equipment placement, staffing coverage, signage, and completion of assigned tasks. Resolve routine issues and promptly elevate safety concerns, service failures, or material changes.
• Maintain accurate event and operational data in Momentus and other approved systems, including schedules, reports, purchasing records, presentations, meeting materials, and post-event documentation. Help maintain departmental checklists, instructions, and standard operating resources, recommend practical improvements, and perform other assigned duties.

This job will have supervisory responsibilities to oversee temporary staff and contractors.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Bachelor's degree from a four-year College or University; or one to two years related experience and/or training in event planning/ hospitality services.

Ability to interpret business, technical and regulatory information; prepare reports, correspondence and procedures; and communicate effectively with leadership, partners, customers, and the public.

Requires ability to work independently, make independent judgments and problem-solving by collecting data, establishing facts, drawing conclusions. Must have experience with coordinating events. Must have organizational and prioritization skills. Have a working knowledge of computer skills…