Special Events Coordinator

Special Events Coordinator

The Jacksonville Jumbo Shrimp, the Triple-A affiliate of the Miami Marlins, are seeking a motivated, detail-oriented Special Events Coordinator to help grow and execute the club's non-baseball event business at VyStar Ballpark. This role supports the full lifecycle of third-party and rental events — corporate outings, concerts, festivals, weddings, graduations, community gatherings, and other private bookings that generate revenue outside the 75-game regular season. This position will help identify and pursue new booking opportunities, coordinate logistics with clients and internal departments, and be present on-site to ensure every event runs smoothly and reflects positively on the Jacksonville Jumbo Shrimp. The ideal candidate will have excellent relationship building skills, drive, and strong work ethic in a fast-paced environment.

Essential Job Duties & Responsibilities:

• Work alongside the VP of Special Events to enhance and grow the Special Events Department for the Jumbo Shrimp.
• Prospecting and qualifying leads to sell non-baseball events, including corporate events, private parties, fundraisers, tournaments, concerts, community events and rentals at Vystar Ballpark.
• Respond promptly to inbound rental inquiries via phone, email, and web form; maintain accurate records in the CRM/booking system.
• Prepare proposals, rate sheets, and venue rental agreements for prospective clients under the guidance of the VP of Special Events.
• Develop relationships with local businesses, event planners, wedding vendors, and community organizations to build a pipeline of repeat and referral business.
• Track and report on event revenue, booking pace, and pipeline activity against departmental goals.
• Coordinate event logistics with clients, including space walkthroughs, floor plans, timelines, and vendor needs.
• Serve as a point of contact for assigned events, working alongside Operations, F&B, Security, Sales and Guest Services to ensure seamless execution.
• Assist with setup and breakdown coordination, signage, load-in/load-out schedules, and vendor check-in.
• Partner with internal Food & Beverage team on all the details of catering menus for events and pricing.
• Troubleshoot on-site issues in real time and escalate as needed to keep events on track and clients satisfied.
• Collect post-event feedback and support debrief reports to identify what worked and what can improve for future bookings.
• Assist with marketing and promotional materials for the venue rental program, including photos, one-sheets, and social content in partnership with the Marketing team.
• Organize and schedule internal staffing and working with 3rd party vendors for set-up, tear down and execution of events.

Qualifications & Requirements:

• Bachelor's degree in Sports Management, Hospitality, Business, Event Planning, related field, or equivalent professional experience.
• 2 years of experience in event planning, venue operations, hospitality, sales, or a related customer-facing role is preferred.
• Prior telemarketing/sales experience is highly desirable.
• Possess a competitive drive and positive attitude; detail-oriented and adept at achieving goals and meeting targets.
• Strong written and verbal communication skills with a professional, client-focused approach.
• Highly organized with the ability to manage multiple events, projects and deadlines simultaneously.
• Ability to work effectively as part of a team and independently.
• Must be proficient with the Microsoft Office Suite; comfortable learning CRM and new software.
• Ability to regular office schedule plus special events outside of normal business hours, including nights, weekends, and the occasional holiday.
• Ability to lift over 25 pounds and stand on your feet for long periods of time.

NOTE: All the essential functions of this position are not necessarily described in this description. We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, sex, sexual orientation, age, disability, gender identity, marital or veteran status, or any other protected class.