Events & Demo Coordinator

Job Description

Job Description

Description:

The Belfast Community Co-op is looking for an Event & Demo Coordinator to be a part of our Marketing Team! The Event & Demo Coordinator, working closely with the Marketing Manager and the Marketing team, is responsible for planning, coordinating, and executing all co-op sponsored events, educational classes, and in-store and external outreach activities. Belfast Community Co-op’s mission is to bring locally sourced, reasonably priced, organic and natural products to all while fostering an environment where everyone is truly welcome.

This is a Part-time position (20-29 hours per week) that requires a flexible schedule with weekend and evening availability. Hourly wage is $19.25 to $22.00, depending on experience.

This role manages event logistics, coordinates vendor and in-store demos, and acts as a key host to promote the co-op’s mission, values, and community connections.

ESSENTIAL FUNCTIONS

Event Logistics & Execution

• Manage the physical setup, clean-up, permitting, and scheduling for all store-sponsored gatherings, co-op events, and attendance or support at external community events.
• Coordinate the scheduling, venue preparation, and vendor or instructor communication for community events & classes.
• Coordinate, run, and host Active or staffed demos (vendor-led and internal), and supporting the Co-op’s teams in Passive (non-staffed) demos. Overall support for our Demo program at the Co-op.
• Ensure all community events receive timely promotion by partnering directly with the Marketing & Graphics Coordinator on social media, email newsletters, and other promotional strategies.
• Oversee and coordinate event staffing 'shifts' by other workers, facilitating, supporting, and coordinating the team’s time and actions, and acting as backup for any issues.
• Adhere to planned schedule for events and activities. Weekends and evening shifts are required. Schedule will be planned and agreed upon in advance.

Outreach & Community Presence

• Organize outreach supplies and represent the co-op at planned seasonal festivals, fairs, and local civic functions (tabling). Seek out new opportunities and assist other team members with events, like job fairs.
• Contact and interact with vendors about products, and with community groups for tabling and donations. Contact and interact with Co-op managers and buyers for demos, tabling, or donation needs.
• Host and assist the Department Manager and Board in Co-op Outreach, Cafe Events, and Educational opportunities.
• Working with the Marketing team, maintain the master community calendar for the co-op’s programming, ensuring zero booking friction.

General Departmental Responsibilities

• Uphold brand standards and practices in all work and communications. Provide consistently excellent service to internal and external customers.
• Provide administrative assistance to the Marketing team including reporting, scheduling, and coordinating products and needs for upcoming events (clerical tasks). Provide reports to the Department Manager about activities, past and planned, for monthly GM and Board updates and annual reporting.
• Develop and maintain proficiency in Front End POS functions and store-level customer service through training with other teams to provide general operational support.
• Assist with store tours for new hires, owners, and community as needed.
• Coordinate with Marketing Staff to determine short and long-term tasks and areas of focus, ?based on department needs Promote cooperative efforts, open communication, information sharing, and trust.
• Assist the Marketing Department Manager and team with additional tasks as needed and directed.

Belfast Community Co-op Worker Benefits include:

• Sponsored Co-op Ownership/ Equity Share
• Generous Store Discount
• In-Store Charge Account
• Paid Sick Time
• Paid/Earned Vacation Time
• Retirement Account with Employer Matching
• Regular Free-to-Staff Food and Wellness Items
• CSA/Farmers Market Reimbursement
• Education Credits (PTO for exploring interests related to work)
• Professional Development & Continual Training Opportunities

Full Time Workers (30 hours or more) are also eligible for insurance benefits including::

• Co-op Subsidized Health Insurance Plans
• HSA plans with Matching
• Dental insurance
• Vision Insurance
• Fully Paid Life Insurance
• Voluntary Life Insurance
• Short Term Disability

QUALIFICATIONS:

Preferred:

• Experience planning and coordinating events.
• Excellent Communication skills: in person, over the phone, and in writing, including speaking in front of a crowd.
• Great Organization, including planning, calendars, and tracking materials and supplies.
• Strong background in local foods, natural foods, alternative diets, cooking, and/or food co-ops.
• Familiarity with Google Suite, Windows, Paylocity, Square, and ECRS Catapult POS.

Minimum:

• Effective written and verbal communication skills.
• Ability to learn new software and technology efficiently.
• Passion for food and the food system and excitement to talk with people about food and community.
• Time management skills and level of organization sufficient to independently establish priorities and complete critical tasks in a timely manner.
• Some flexibility in schedule required, including some nights and weekends.

PHYSICAL DEMANDS AND WORK ENVIRONMENT (in a usual workday)

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made.

PHYSICAL DEMANDS

While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to sit, stand, walk, use hands to handle, feel, and for fine manipulation. The employee is frequently required to reach with hands and arms; climb or balance; bend, stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 25 pounds, and occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, color vision, and ability to adjust focus. This position requires frequent interaction with the public, in person and over the telephone.

Note:

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than the “at will” relationship. The Belfast Community Co-op is an Equal Opportunity Employer, drug free workplace, and complies with ADA regulations as applicable.