Special Events Coordinator

Special Events Coordinator

The Special Events Coordinator is responsible for overseeing and coordinating all Macon-Bibb County events. Works closely with the Mayor's/County Manager's Office, County Attorney's Office, Parks & Beautification Department, Recreation Department, Sheriff's Office, and the public to facilitate events in Macon-Bibb County properties. This includes working with the customer to secure any required deposits, determining if security is needed, determining if any Macon-Bibb County staff need to be present for the event, reviewing all policies and procedures for the selected venue, providing assistance with the application for any needed permits, and securing signatures on any required contracts. Coordinates all activities within the Mall Meeting Center, including but not limited to, scheduling events, managing the use of audio/visual equipment, and oversight of the payment process. Also, works with external organizations for any events that are being held in the Downtown Entertainment District.

Essential Duties and Responsibilities

• Reviews all requests submitted to Macon-Bibb County for use of facilities for Special Events.
• Works with the County Manager's Office and Urban Development Authority to develop, coordinate, promote, and implement community engagement initiatives, downtown programming activities, Macon-Bibb County-sponsored events, rentals, and tourism-related programming aligned with organizational priorities.
• Provides strategic direction and management for events that use Macon-Bibb County facilities.
• Coordinates operational support activities, permitting, rentals, and logistical approvals across departments and external agencies to support successful implementation of events and program initiatives.
• Oversees all aspects of Mall Meeting Center rentals including reservations, on-site support, and payments.
• Submits HVAC maintenance and room cleaning requests for the Mall Meeting Center to the Macon-Bibb County Facilities Department.
• Submits maintenance requests to audio/visual vendor for any issues with technical equipment in the Mall Meeting Center.
• Reviews event calendar and manages any potential conflicts.
• Coordinates monthly meetings with internal stakeholders to make sure that all requirements are met and security is scheduled to be present at events if needed.
• Develops and maintains working relationships with businesses, nonprofit organizations, sponsors, tourism partners, community groups, vendors, and Macon-Bibb County staff.
• Schedules, trains, and supervises Macon-Bibb County staff that is present to assist with events.
• Makes sure that appropriate permitting and venue contracts has been secured by customer for all events.
• Works collaboratively with other Macon-Bibb County Departments if needed.
• Assists with setup, operational coordination, and breakdown activities associated with events.
• Prepares reports, operational assessments, and recommendations related to events.
• Coordinates rental of the community space at the County Annex (mall)
• Performs other related duties as assigned.

Education, Training and Experience

A Bachelor's degree in Business Management, Project Management, or related field; Minimum of 3 years of experience in event coordination and planning, or a similar role.

Knowledge, Skills, and Abilities

• Experience working for a local government.
• Knowledge of community engagement, downtown programming, tourism promotion, event coordination, and government operational practices.
• Strong interpersonal and relationship-building skills.
• Excellent written and verbal communication skills.
• Self-motivated and able to work effectively both independently and with a team.
• Superior organizational skills and the ability to prioritize, problem solve, and multitask.
• Ability to work well within a diverse community.
• Keen attention to detail, including follow-through and follow-up.
• Experience with online event management tools.
• Available to work evenings and weekends.
• Ability to prepare reports, maintain operational and financial documentation, and track participation and activity metrics.

AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EMPLOYER.