Event Specialist

Event Coordinator

This position performs client service administration, overseeing specified facility bookings, client contracts, event coordination, and specified client billing. The employee has latitude for independent action in performing assigned duties and is expected to follow tasks through to completion with minimal supervision. Work is reviewed through discussions, reports submitted, and event results obtained.

Essential Functions

Consults with meeting planners and clients and provides information regarding facility capabilities, fees, restrictions, and applicable policies and procedures.

Conducts pre-event meetings with clients and internal staff to confirm coordination.

Plans and manages logistics for large-scale events.

Assists with purchasing tasks, invoice collection, and transaction requests for the Finance department.

Oversees the organization and coordination of contracts, events, billing, and client liaison, including negotiating contracts and scheduling events.

Creates and distributes event information sheets to ensure effective communication to appropriate departments.

Reviews and verifies payroll and job allocation summaries for accuracy.

Uses event management software (e.g., USI), including diagramming and planning tools.

Monitors event-related tasks to ensure client expectations and standards are met.

Manages event-specific budgets related to staffing and planning.

Ensures facility use contracts, deposits, funds due, insurance certificates, and related event documents are completed and received in accordance with departmental policies and procedures.

Issues set-up and service requests and schedules for specified events to all affected departments of the RP Funding Center.

Oversees and coordinates specific site tours of the facility with current clients, including responding to written and telephone requests for booking availability and room rates from clients.

Conducts presentations, distributes marketing packages, and monitors event-related planning activities.

Handles customer service complaints and issues from clients and patrons.

Works irregular, flexible hours, including nights, weekends, and holidays, and acts as the event duty manager.

Handles sensitive and confidential information and situations.

Follows verbal and written instructions.

Complies with building policies, dress codes, and professional behavior standards.

Solicits new business, nurtures client relationships, negotiates event contracts, and prepares professional sales proposals.

Advances, plans, and supervises all operational aspects of assigned events—from pre-planning and layout diagrams to move-in, day-of coordination, and move-out.

Manages event budgets, handles financial settlements and invoicing, and tracks revenue goals or sales reports.

Works closely with food and beverage, public safety, ticketing, and marketing teams to ensure seamless execution.

Recruits, trains, schedules, and supervises part-time and full-time event or box office personnel.

Flexibility to work long hours, early mornings, nights, weekends, and holidays based on the venue's live event calendar.

May be required to participate in and/or facilitate training to support departmental or City initiatives and requirements.

May be required to work alternate hours as necessary for the efficient operation of the department.

Position is designated as Mission Critical.

Qualifications (Education, Training and Experience)

Associate degree from an accredited two-year college in business administration, marketing, communications, or hospitality management or a related field.

Two years of progressive experience working with clients in event management, venue operations, event coordination, or hospitality sales, with experience gained specifically within a stadium, arena, or convention center.

Special Requirements:

Must possess and maintain a valid driver's license.

Must possess and maintain a valid telephone number.

Certified Meeting Professional (CMP) or comparable certifications are preferred.

Knowledge, Skills, Abilities

Knowledge:

Event scheduling, contract negotiation, scheduling event staffing, client requirements, set-up, tear-down, and move-out requirements.

Convention sales, trade shows, sporting and entertainment events, public relations, coordinating principles and practices, and ability to perform these duties.

Philosophies, policies, and objectives in booking and hosting events.

Personal computers, CAD Lite, and USI management systems.

Skills:

Sales prospecting, contract negotiation, customer service, budgeting, and written/oral communication.

Abilities:

Communicate effectively both orally and in writing.

Maintain established working relationships with co-workers, supervisors, and clients.

Plan, organize, schedule, coordinate, and supervise activities.

Budget event specifics related to staffing and planning requirements.

Working Environment/Physical Requirements:

Sedentary work that involves walking or standing sometimes, exerting up to 10 pounds of force regularly, and routine keyboard operations.

No significant environmental hazard except bright/dim light.

Normal visual acuity, field of vision, hearing, speaking, color perception, sense of smell, depth perception, and texture perception.

This job description outlines the general nature and level of work and is not intended to be an exhaustive list of duties or qualifications. Management reserves the right to modify or assign additional responsibilities as needed.

All City of Lakeland positions are subject to testing (e.g. written, oral, performance, computerized, interview, and/or any combination). Candidates selected for testing will be notified via email or telephone. Please check your e-mail and telephone messages regularly, including "junk" folders. Test times and locations to be announced.

The City of Lakeland is an equal opportunity/equal access employer and a drug free workplace.