Community Events Coordinator

General Statement of Job

Performs complex professional work developing, leading, organizing, scheduling, coordinating, and managing a variety of community events, special events, programs, and activities. Exercises independent decision-making at events. Performs other related work as required. Work is performed under general supervision.

Essential Functions

• Plans, organizes, leads, conducts, and implements a variety of community events, including festivals, concerts, parades, commemorations, markets, and similar events and activities.
• Develops, schedules, and implements event programming aligned with community goals.
• Oversees on-site event setup, operations, troubleshooting, and breakdown.
• Serves as on-site point of contact during events.
• Oversees day-to-day activities of assigned staff and volunteers, including work assignments, performance feedback, and coordination of event-related duties.
• Provides on-site supervision during events, including coordinating staff and volunteers, resolving issues, and ensuring safe and successful event operations.
• Corresponds and coordinates with other City departments, residents, volunteers, civic organizations, merchants and businesses, colleges, schools, non-profits, community partners, and other groups, organizations, and foundations.
• Procures equipment, services, and supplies for community events and programs.
• Works closely with other City staff and vendors to coordinate event marketing, programming, and logistics.
• Prepares and updates vendor registration and event participation forms.
• Prepares related public announcements information and assists with media relations and marketing on marketing plan and related assets.
• Prepares and reviews budgets for each event.
• Evaluates community events and programs and prepares post-event reports including attendance, financial summary, performance metrics, and suggested improvements.
• Coordinates event permitting, insurance requirements, licenses, and compliance with City, County, and State regulations.
• Ensures events comply with safety standards, ADA requirements, fire codes and local ordinances.
• Coordinates with police, fire, and emergency management as needed.
  
  

Related Tasks

• Prepares performance and sponsorship agreements.
• Coordinates purchasing and procurement of goods and services.
• Prepares purchase requisitions and related procurement processes.
• Prepares and updates a manual and information for each event.
• Cooperates with other staff members in coordinating community-wide events.
• Performs related tasks as required.
  
  

Knowledge Of

Knowledge, Skills and Abilities

• Principles, practices, and techniques of community event planning, coordination, and execution
• Programming and scheduling of community events aligned with community goals
• Event operations, logistics, and on-site coordination for large and small-scale public events
• Budget preparation, cost tracking, and financial reporting for events
• Vendor coordination, procurement processes, and contract administration
• Event permitting, insurance requirements, and licensing processes
• Applicable City, County, and State regulations related to public events
• Safety standards, ADA requirements, fire codes, and local ordinances related to events
• Marketing, public information, and promotional practices for community events
• Recordkeeping, reporting, and post-event evaluation methods
  
  

Skilled In

• Planning, organizing, and implementing multiple community events simultaneously
• Coordinating on-site event operations, including setup, troubleshooting, and breakdown
• Supervising staff and volunteers, including work assignments and performance feedback
• Communicating and coordinating with diverse stakeholders, including City departments, vendors, community organizations, and the public
• Preparing event-related documents such as registration forms, participation forms, manuals, and agreements
• Preparing budgets, financial summaries, and post-event reports
• Coordinating purchasing, procurement, and requisition processes
• Assisting with event marketing, media coordination, and promotional materials
• Managing vendor and sponsorship relationships
• Using office productivity tools and systems to manage schedules, records, and communications
  
  

Ability To

• Lead and manage community events from planning through completion
• Serve as the on-site point of contact and make timely decisions during events
• Coordinate and supervise staff and volunteers in fast-paced, public environments
• Establish and maintain effective working relationships with City staff, vendors, community partners, and the general public
• Work collaboratively with police, fire, emergency management, and regulatory agencies
• Ensure compliance with safety, accessibility, and regulatory requirements
• Evaluate event effectiveness and identify areas for improvement
• Handle multiple priorities and meet deadlines under changing conditions
• Communicate clearly and professionally in written and verbal formats
• Work flexible hours, including nights, weekends, and holidays, as required for events
  
  

Minimum And Preferred Qualifications

• High School Diploma or GED equivalent
• Three (3) years of progressively responsible experience in event planning, community programming, special events, or related administrative support, including contract administration, records management, procurement support, and event coordination
• Demonstrated proficiency with Microsoft Office Suite (Word, Excel, and Outlook), including preparing correspondence, maintaining records, and accurately processing administrative documents
  
  

Preferred Qualifications

• Bachelor’s degree in Event Management, Public Administration, Parks & Recreation, Hospitality/Tourism, Communications, Marketing, or a closely related field
• Experience in community events planning or special events coordination in a municipal or governmental setting
• CPRP, CPRE, or CSEP certification
  
  

Special Requirements

• Possession of a valid State of Florida driver's license with no more than six (6) points in the last three (3) years.
• Must be available to work nights, weekends, and holidays.
  
  

Additional experience is accepted as a minimum requirement in lieu of the postsecondary degree on the following basis: additional four (4) years in lieu of the bachelor’s degree, and additional two (2) years in lieu of an associate degree.

Post Offer Pre-employment Screening Requirements

Final offer and employment are contingent upon successful completion of the following post-offer, pre-employment screening items:

• Criminal Background Check
• Employment Verification
• Motor Vehicle Report (MVR) Check
• Drug and Alcohol Screening
  
  

Physical and Environmental Demands and Conditions

The environmental conditions and physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Occasionally moving self in different positions to accomplish tasks in various environments including tight and confined spaces.
• Continuously remaining in a stationary position, often standing, or sitting for prolonged periods.
• Continuously moving about within the immediate work area to accomplish tasks.
• Occasionally moving from one worksite to another.
• Occasionally adjusting or moving objects up to20pounds in all directions.
• Continuously communicating with others to exchange information.
• Continuously repeating motions that may include the wrists, hands and/or fingers.
• Continuously operating a computer and other equipment using motions requiring manual dexterity or fine motor skills.
• Occasionally operating motor vehicles or heavy equipment.
• Continuously assessing the accuracy, neatness and thoroughness of the work assigned.
• Continuously observing details accurately and identifying variances.
• Occasionally lifting or carrying objects20pounds or less.
• Occasionally pushing or pulling objects20 pounds or less.
• Continuously working in a normal office environment with few physical discomforts.
• Occasionally working in an area that is somewhat uncomfortable due to drafts, noise, temperature variation or the like.
• Occasionally working in an area that is very uncomfortable due to extreme temperature, noise levels, or other environmental conditions.
• Occasionally working in an outdoor area where exposure to animals, reptiles and/or insects may occur.
• Occasionally working with equipment or performing procedures where carelessness would probably result in minor cuts, bruises or muscle pulls.
• Continuously regular in office attendance.