Event Coordinator

The hiring organization is a reputable entity specializing in the management and coordination of large-scale events within a dynamic and versatile venue environment. This entity typically operates year-round, hosting a variety of functions such as fairs, food truck programs, entertainment events, and other community activities that attract diverse audiences. Known for its commitment to excellence in event planning and customer service, the organization maintains a focus on providing outstanding experiences to both clients and patrons through meticulous facility presentation, safety assurance, and highly effective communication channels. This company prides itself on fostering a collaborative work atmosphere and upholding high standards of professionalism and operational integrity across all departments involved in event execution.

This position is a part-time role titled Event Coordinator, offering a competitive pay rate of $23.25 per hour. The role requires dedication approximately 2-3 days per week, with the workload increasing during heavier event schedules, not to exceed a total of 122 days annually. The Event Coordinator plays a crucial role in ensuring seamless event operations by maintaining 100% client retention and contributing to ongoing revenue generation. This position acts as a vital link between the organization, event promoters, various internal departments, and external vendors such as the Master Concessionaire and food truck operators.

The Event Coordinator is responsible for the comprehensive coordination, organization, and facilitation of assigned year-round events. Duties include meeting prospective event promoters to discuss event specifics and conducting facility tours. They develop rental agreements with clearly defined costs, fees, and regulations to ensure all contractual obligations are met. The coordinator also prepares event information sheets, manages work order coordination, and addresses staffing needs by collaborating with multiple district operation teams including maintenance, event operations, parking, guest relations, admissions, technology, and reception.

During events, the Event Coordinator represents the organization by overseeing event setup and teardown processes, responding promptly to emergencies, and ensuring compliance with all fire, safety, and security regulations as mandated by venue and government policies. The role requires the compilation and reconciliation of billing details for timely event settlements and the preparation of post-event reports analyzing financial, contractual, and operational aspects for continuous improvement.

This position demands a candidate who exhibits strong problem-solving abilities, excellent communication skills, energy, flexibility, and an ability to work professionally under pressure. It also requires proficiency in commonly used software such as MS Word, Outlook, Excel, and event booking or similar database systems. The Event Coordinator must be client and guest-service oriented with strong sales skills, capable of multitasking and following up effectively on various event-related components. Additionally, the job entails a willingness to work outside of standard business hours and availability to work during the full 23-day annual OC Fair period.

The role is physically demanding in some aspects, involving standing, sitting, walking, operating various tools and equipment, and occasional lifting of items up to 25 pounds. The work environment is fast-paced, involving both indoor and outdoor settings, often with a high noise level during major events. Reasonable accommodations can be provided for individuals with disabilities to help fulfill essential job functions. Overall, the Event Coordinator position offers an exciting opportunity to contribute to successful event execution within a well-established and community-focused organization.