Special Events & Projects Coordinator

Inframark CMS City of Westlake, 4001 Seminole Pratt Whitney, Westlake, Florida, United States of America

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Why Work for Inframark?

Our dedication to sustainability and community impact drives us to ensure clean, safe water for future generations. Whether you're at the start of your career or looking for advancement, Inframark offers purpose-driven work and opportunities for growth. We offer an attractive salary package, including a generous benefits package with health, dental, and life insurance, 401(k) plan, paid time off, sick leave, holidays, and wellness plan.

POSITION SUMMARY

The Special Events Coordinator plans, organizes, and oversees a variety of city-sponsored community events and special projects. This position manages event logistics, vendor coordination, budgeting, marketing, and on-site operations to ensure high-quality, safe, and successful events.

This position exercises judgement involving assigned duties requiring the ability to function independently. Responsibilities require tact, discretion, diplomacy, initiative and knowledge of City activities. The scope and degree of knowledge required is more complex and advanced office administration and supervisory responsibilities.

In addition, the coordinator provides administrative support for City boards and committees, including Council travel accommodation, meeting coordination, agenda preparation and recordkeeping.

Strong organizational, communication, and multitasking skills are essential, along with marketing abilities and proficiency in managing social media platforms such as Facebook, Instagram, Nextdoor, the City website and City App.

ESSENTIAL JOB FUNCTIONS

• Serve as the Special Events Coordinator
  • Oversee event development, including concept creation, community and market research, feasibility analysis, timeline planning, operational logistics and on-site execution.
  • Monitors and tracks all event related expenditures to ensure fiscal responsibility and compliance with approved financial plans, City procurement policies, and contractual obligations.
  • Actively researches emerging trends, event innovations, and community interests to develop fresh, engaging, and relevant event concepts.
  • Oversee the negotiation of contracts for outside services associated with special events, within the City's procurement policies.
  • Manage and secure adequate and necessary event insurance and required permits.
  • Tracks event financing, including set-up, new vendors, processing check requests, preparing and finalizing contracts, invoicing and reporting.
  • Manage and oversee the tracking, servicing and coordination of event sponsorship and benefits
  • Engage and coordinate with the public relations firm.
  • Manage and coordinate marketing of events
  • Attend and participate in meetings, and conferences with any entity or agency as necessary for developing, implementing and sustaining events.
  • Build relationships with local businesses, community groups, prospective sponsors, schools, and homeowners associations.
• Serve as Board/Committee Secretary
• Attends and serves as Audio/Visual Coordinator for Council meetings as directed.
• Assists in formulating records and minutes of City Boards and Committees .
• Assist with the coordination and arrangement of city travel accommodation for City Council, including flights, hotel accommodation, and conference registrations.
• Process and submit reimbursement requests on behalf of City Council in accordance with City policies and procedures.
• Handles information and materials of a sensitive nature; exercises appropriate judgement in disseminating data and information .
• Provides support to the City Clerk in the preparation of correspondence, mail, telephone calls and e-mails.
• Answers telephone calls for the department.
• Assist with managing…