Events & Recreation Coordinator
Salary: $58,684 - $64,552 DOE
Job Type: Full Time
Location: Summit, CO
Publish Date: Posted March 3, 2023
REPORTS TO: Venue and Events Manager
The Events & Recreation Coordinator supports the Town of Dillon’s Events, Marketing and Recreation Departments in the planning, supervision and coordination of events and recreation for the Town of Dillon.
Duties and Responsibilities:
· Assist with day-to-day operations and long-term planning and projects for the efficient and effective delivery of Dillon Amphitheater and Town of Dillon events and recreation programming.
· Help to coordinate all aspects of town events and recreation programs and serve as a town representative with third-party event and recreation partners. Manage all logistical arrangements for events including venue reservations, rental equipment, audio/visual arrangements, catering, parking, permitting with other agencies including Fire and Public Health, and more. Manage all on-site operational arrangements for events including set-up, clean-up, staffing, signage, vendor load-in/load-out. Monitor operations of event and venue throughout entire event.
· Perform opening, running, and closing duties of events and recreation programs.
· Act as concierge and be visible and approachable to answer questions from attendees, citizens, staff, vendors, and volunteers while delivering excellent customer service.
· Ensure venue and event cleanliness including trash and recycling removal throughout the event.
· Coordinate administrative tasks for events including registration platforms, budgets, purchasing, and maintaining records such as accounts payable/receivable, event revenues and expenses, ticketing data, and others as applicable. Identify and track measurable outcomes for all events.
· Prepare realistic and attainable event timelines and ensure internal and external partners are kept updated and on schedule.
· Help manage seasonal support staff and volunteers: duties may include selecting, hiring, training, coaching, and monitoring to ensure high performance. Assist with employee training regarding town policies, standard operating procedures, and appropriate emergency responses. Sets and monitors quality and service standards for staff.
· Provide oversight of all operations, facilities, and service work of the Dillon Amphitheater and events and recreational programming in the absence of the Venue and Events Manager and/or Recreation Manager.
· Administer and enforce town and departmental safety rules, operating procedures, policies, and regulations for employees and the public. Assure compliance with all related safety and risk management programs.
· Work shifts as required to meet the needs of the amphitheater, events, and recreation schedule. This includes late nights/early mornings, weekends, and holidays.
· Communicate in a professional, courteous, and timely manner, both verbally and in written form, when dealing with Town of Dillon employees, citizens, customers, guests, and vendors.
· Organize and coordinate pre- and post-event planning meetings. Prepare and distribute pre-event through post-event communications to staff and internal stakeholders.
· Organize and lead event debriefs with collaborators for what worked well, and items that need to be addressed related to issues that occurred before, during and after events.
· Aid with environmental sustainability programs related to events and recreation.
· Attends meetings and staff trainings as required.
· Other duties as assigned.
Work Environment/Physical Activities:
The work environment characteristics and physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
While performing the duties of this job, the employee’s work environment includes both office settings with associated noise from office equipment, building, HVAC, customers, and other employees, and outside work. Work is performed in both office and field settings. Frequent outdoor work is required for concerts and recreation activities. The employee frequently works near moving mechanical parts and is often exposed to noise and vibration. The employee occasionally works in high, precarious places and is occasionally exposed to fumes or airborne particles, toxic or caustic chemicals, and risk of electrical shock. Employee must be able to work outside in all weather conditions, and exposure to sun, heat, cold, dust and precipitation is common.
The noise level in the work environment is moderate to loud. The employee must be able to tolerate a loud noise level in working environment and must be able to wear a radio earpiece during scheduled shifts.
While performing the duties of this job, the employee is regularly required to use hands to finger, handle, feel or operate objects, tools, or controls and reach with hands and arms. The employee is required to stand, talk, and hear. The employee is occasionally required to walk, sit, climb, balance, stoop, kneel, crouch or crawl, and smell.
The employee must frequently lift and/or move up to 50 pounds and occasionally lift and/or move up to 100 pounds.
Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
Must be able to perform moderate to strenuous physical labor, participate in and set up equipment for summer and winter activities.
Hours: The Events and Recreation Coordinator is a full-time position working a minimum of 40 hours per week. Scheduled hours vary and are determined based on departmental needs. This position requires some night, weekend and holiday hours, and the work hours will be adjusted accordingly. This position also requires flexing hours to limit overtime pay.
Equipment Used: Office equipment includes desktop, laptop computer, tablets, and iPhones; word processing software, ticketing software, Microsoft Excel, Outlook and Teams; telephone, smartphone, calculator, copy machine, fax machine, printer. Draft beer line, mobile radio, common hand and power tools, recreation equipment and motorized vehicles are also used regularly.
Supervision Exercised: Exercises direct and indirect supervision of seasonal support staff and volunteers.
· Education: College degree or equivalent experience
· Keen attention to detail.
· Excellent customer service skills.
· Experience with concert venue and/or event production preferred.
· Ability to lift 50 pounds regularly and up to 100 pounds with assistance.
· Prefer an understanding of ADA laws for ticketing and events and ability to assist with requests.
· Ability to prioritize and work on multiple projects simultaneously.
· Ability to maintain professional appearance while conducting events and recreation programming.
· Ability to work independently and as a team.
· Ability to work collaboratively and to build strong relationships with supervisor and co-workers.
· Ability to problem solve, remain calm and flexible in adverse situations.
· Strong communication skills to convey ideas concisely and effectively.
· Ability to work a flexible schedule with weekday, weekend, holiday and some evening hours.
· Ability to work in a fast-paced environment.
· Ability to perform manual tasks for extended periods of time.
· CPR/AED and First Aid Certification preferred.
· Familiarity working with e-mail, Microsoft Office software, and database systems.
· Ability to successfully pass a background check.
· Must have a valid Colorado driver’s license.
· Ability to speak and understand the English language proficiently.
Selection Guidelines: Formal application, rating of education and experience; oral interview and reference check; job related tests may be required.
The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.
The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.
FLSA Status: Non-Exempt