Event Specialist

General Description Of Class 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. General Description Of Class 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 KNOWLEDGE, SKILLS, ABILITIES 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 City of Lakeland 2026 Summary Sheet Annual Leave Annual leave is accumulated bi-weekly and based upon years of service as follows: Annual leave may be taken as earned by employees hired after January 1, 1989. Employees hired prior to that date use annual leave within the calendar year following the year the leave is earned. All employees may carry over up to a maximum of twenty (20) days at the end of the calendar year. Regular part-time employees who work at least twenty (20) hours per week accrue annual leave at the rate of four (4) hours per month.* NOTE: REGULAR employees with a working day other than eight (8) hours, please contact your supervisor regarding these policies. Sick Leave Sick rate is accrued biweekly based upon years of service and standard hour classification. Eligible for use as soon as earned. Regular part-time employees who work at least twenty (20) hours per week accrue sick leave at the rate of four (4) hours per month. Sick Leave Pool Allows employees to receive sick leave benefits in cases involving catastrophic or long-term illnesses or injuries after all personal leave time has been depleted. Regular full-time employees contribute eight (8) hours and Regular part-time employees contribute four (4) hours on an annual basis. Employees must have completed one full year of service on or before December 31st of the calendar year enrollment; and have accumulated at least forty (40) hours of sick time (twenty (20) hours for Regular part-time employees). Participation in this program is voluntary. For more information contact Amanda Kaiser at 834-8768. Family & Medical Leave Federal legislation guarantees up to twelve (12) weeks per year off work under certain circumstances outlined in the policy manual. The employees must have been employed by the City for at least twelve (12) months and have at least 1,250 hours of service during the 12-month period before the requested leave. The City will continue its group life and health insurance for an employee on leave at the same level and under the same conditions that existed while the employee was working. For more information contact Dawn Justice at 834-6038. Pension Plan Provision for retirement income requiring mandatory participation for full-time regular employees. Defined Benefit Plan Plan C Employee 4.52% Employer 15.54% #J-18808-Ljbffr