Special Events Coordinator

SUMMARY The City of Edgewater is seeking a Recreation Coordinator - Events to plan, coordinate, and implement city events and community engagement activities. This position is responsible for the day-to-day coordination and execution of assigned events, including planning, logistics, and on-site operations. Once trained, the employee must be able to perform with minimal supervision in a fast-paced environment. Work requires coordination across departments, vendors, and community partners, and includes evening and weekend hours. ESSENTIAL DUTIES AND RESPONSIBILITIES Event Planning and Coordination Plan and coordinate assigned city events independently from initial planning through execution Maintain event calendar and timelines Coordinate with internal departments to align event logistics, operations, and communication needs Coordinate with departments, vendors, and community partners to support event planning and delivery Manage event logistics, including permits, equipment, site setup, and operational needs Coordinate vendors, agreements, and service delivery Track event details, schedules, and deliverables Conduct site visits and event walkthroughs as needed Evaluate events and recommend improvements to operations, participation, and overall experience Event Operations Lead event setup, operations, and breakdown Troubleshoot issues during events and adjust as needed Ensure compliance with safety procedures and city policies Support event safety planning and coordination, including adherence to emergency procedures and city requirements Coordinate and provide direction to volunteers and event staff Serve as primary point of contact during assigned events Community Engagement and Support Support community outreach efforts, including event booths and activities Build relationships with local organizations, businesses, and partners Identify opportunities to enhance community participation and engagement Establishes and maintains effective relationships with citizen groups, including bi-annual attendance at HARP Board meetings Program Coordination and Administration Manage event registrations and participant communication Track attendance and provide basic event summaries Monitors and orders supplies necessary for event operations, recommend large purchases to department director Assists the department director in preparation of the annual budget; assists with tracking event-related expenses and staying within established budgets Coordinate with communications staff to support event promotion Maintain organized records related to events Participates in the processing and approval of external special event applications Addresses complaints and resolves issues in assigned area of responsibility Parks and Recreation Support Support parks and recreation programs and operations as needed Assist with program setup, activities, and facility supervision during peak times or staff shortages Provide support across department initiatives and special projects Provide customer service to participants, residents, and vendors Communicate with staff, partners, and the public Participates in staff meetings and training opportunities Assists with department on call schedule on a rotating basis Maintains a positive attitude, takes initiative, and works as a cohesive team with all team members Maintains regular and punctual attendance Performs other duties as assigned SALARY LEVEL $60,599 – 81,809 HIRING RANGE $60,599 – 65,446 EDUCATION/EXPERIENCE Bachelor’s degree from an accredited college or university with major coursework in recreation, event management, or a related field, or equivalent experience. Two (2) years of related experience in event planning, coordination, or recreation programming. Experience planning and coordinating events, including logistics and scheduling. Experience using Civic Rec or a similar registration platform. CERTIFICATES, LICENSES, REGISTRATIONS Must possess or be able to obtain First Aid, CPR, and AED Certification. Event or meeting certification (e.g., CMP or CSEP) preferred. Certified Parks and Recreation (CPRP) certification preferred. Must possess a valid driver’s license with the ability to safely operate a motor vehicle and maintain a safe driving record. OTHER SKILLS and ABILITIES Strong organizational and time management skills, with the ability to manage multiple events and deadlines. Strong communication and customer service skills, with the ability to maintain effective working relationships with residents, vendors, and staff. Demonstrated knowledge and understanding of the operation of a personal computer along with Microsoft Office Suite 365. Ability to work independently and take initiative in a fast-paced environment. Ability to work evenings, weekends, and flexible hours as required for events. ENVIRONMENTAL AND PHYSICAL CONDITIONS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. Work includes office and field settings, including outdoor events Regular lifting and set‑up of event equipment (up to 50 pounds occasionally) Frequent interaction with the public BENEFITS Flexible Work Schedules Remote/Telework 401(a) and 457(b) Retirement Plans Vacation Leave Personal Leave Sick Leave 12 Paid Holidays Health Insurance Dental Insurance Vision Insurance Health Reimbursement Account Flexible Spending Account Life and AD&DD Insurance Long-Term Disability Insurance #J-18808-Ljbffr