TSA - Event Coordinator - Sportsplex

Event Coordinator – Sportsplex (FT)

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 a superior experience to the tenants and guests of the Sportsplex.

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

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

Position reports directly to:
Director of Sportsplex

Job responsibilities include:

• Implementing the day-to-day operational policies and procedures for the Concessions and Parking Departments and providing supervision while scheduling, hiring, organizing, assigning, monitoring, analyzing and correcting work assignments of the Concessions and parking personnel at the Sportsplex. Assures the highest quality service to all guests and tenants by enforcing established goals for Concessions and Parking.
• Assisting with inventory control measures for the Concessions. Review and report inconsistencies in cash or inventory to the Authority finance department and the Vice President of Sportsplex in a timely fashion.
• Coordinating the operation of the Concession stand, by scheduling staff and ordering supplies that include but are not limited to food items, beverages (alcoholic and non-alcoholic), cooking supplies and kitchen supplies.
• Maintaining 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.
• Coordinating event day preparations, to include, but not limited to, concessions, security and parker staffing, vendor setup, signage placement, barricade placement, and other event coordination and preparation activities.
• Coordinating events and acts as the manager on duty for Sportsplex events as assigned.
• Conducting site visits and working closely with clients to establish and execute event needs.
• Using software to coordinate event coordination with internal departments, outside organizations, tenants, vendors, other governmental departments, private firms, clients, and operational service contractors, to include, but not limited to, concessions staff, security, 24-hour security, parking staff, traffic planning and other service providers who frequently service event operations.
• Conducting 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.
• Attending and participating in Authority Operations/Event planning meetings when required. Participating in other weekly meetings necessary for conducting internal and external business. Attending 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 insure efficient operations of the grounds for events. Attendance and/or travel may be required for meetings or maintenance held off site.
• Writing timely, accurate bid specifications for departmental purchases. Reviews Concessions and Parking Department payrolls, event related contracted services invoices and departmental purchases prior to submission to the Vice President of Sportsplex. Follow all appropriate purchasing…