Birthday Party Coordinator

Birthday Party Coordinator

This is a year-round position averaging 30 hours per week, typically working MondaysFridays, but is subject to variance in schedule of days/times working, as follows:

Year-Round Schedule

• 30 hours/week, typically working MondaysFridays
• Requirement to work two (2) full weekends per month
• Typical Schedule:
• MondayFriday core hours when not scheduled for a weekend shift
• 2 weekends per month (4 days/month on weekends)
• Other days where business need dictates (special events, fill open or vacant shifts, high demand party booking days)

Benefitted position that includes health insurance - click here for benefits information

Free Pool & Track membership

$25/child annual PlayPark pass

Paid Time Off (PTO) - Employees earn 1 hour of PTO for every 30 hours worked and can accrue up to a maximum of 360 hours

Holiday 13 Holidays, with holiday Flex Policy

Time and a half pay for time worked on holidays if the facility is open PLUS you receive that holiday to use another day

Job Description

The Birthday Party Coordinator ensures birthday celebrations at both Edinborough Park & the Edina Aquatic Center are seamless, safe, and memorable. This role handles the hands-on details of the party experience from booking to wrap-up, while leading & training staff to deliver exceptional hospitality. The position will serve as the primary point of contact for all booked events including communication with internal staff, & guests. This position requires regular evening and weekend availability & reports directly to the Edinborough Park & Edina Aquatic Center Assistant General Manager.

Scope of Impact:

This position serves as the operational facilitator for all birthday party packages and celebration bookings for both Edinborough Park and the Edina Aquatic Center. Working directly alongside the Assistant General Manager, the coordinator utilizes strong, adaptive communication to model but also train and align staff with the tools and information needed to confidently execute party procedures and deliver exceptional service, even when the coordinator is not directly on-site. The coordinator solves complex scheduling and service problems calmly and fairly, enforcing established rules to deliver a safe, fun, and welcoming environment for all guests.

Essential Functions

• Serve as the primary point of contact & hospitality coordinator for birthday parties from start to finish; coordinating custom details including packages, food, beverage, decorations, and facility rules for birthdays, family gatherings, and special occasions, including giving facility tours, recommending package add-ons to drive revenue, etc.
• Maintain an energetic, welcoming attitude and resolve any conflicts or complaints in a professional, courteous, and prompt manner.
• Utilize point of sale & booking software to monitor, manage, and verify facility reservations, handling any booking changes or adjustments, and finalizing precise billing for each customer group.
• Organize essential party materials, prepare accurate event paperwork, track guest counts and ensure staff are fully equipped to execute each celebration.
• Collaborate directly with the Assistant General Manager to oversee inventory control, tracking, auditing, & purchasing procedures for all party merchandise and/or supplies.
• Onboard, train, and provide directives to staff assisting with events, ensuring teams are equipped to conduct proactive host check-ins, manage space timelines, and complete prompt space resets for subsequent party patrons/groups.
• Assist with the development & analyzation of a customer feedback program to drive continuous process improvements, preparing & using reporting for management on attendance, volume, and financial performance. This includes collaboration on marketing initiatives to create promotional materials for birthday packages.
• Work collaboratively and communicate effectively with the entire staff team, assisting with events & operations when additional leadership staffing is required, and performing other operational duties as assigned to ensure seamless facility operations

Qualifications

Minimum Qualifications:

• Must be 18 years of age or older
• High School diploma or GED equivalency
• Two years of previous relevant experience delivering exceptional customer service and utilizing point-of-sale (POS) systems in a high-volume organization.
• Demonstrated experience working within a multi-departmental guest services environment (e.g., admissions, front desk operations).
• Demonstrated leadership experience or supervisory skills.
• A valid driver's license or evidence of equivalent mobility.

Preferred Qualifications

• Three or more years of progressive experience within a facility guest services department, showing upward mobility from frontline desk roles to specialized coordination.
• Two years of supervisory experience in a recreational, amusement, or hospitality environment.
• Proven experience training others, optimizing workflow procedures, managing inventory audits, and executing process improvement strategies.

Supplemental Information

Knowledge

• Must be highly motivated, organized, and capable of working independently to prioritize shifting work requests across multiple desks.
• Patient, confident, reliable, and responsible team player who takes direction well.
• Multi-tasking skills are sufficient to execute multiple functions at once and perform productively without direct supervision in strict adherence to policies.
• Interpersonal skills are sufficient to exchange or convey information effectively (both verbally and in writing), draft reports or marketing content, and maintain exceptional working relationships with coworkers, residents, community groups, and supervisors.
• Strong reading comprehension and mathematical skills sufficient to manipulate reservation data, execute inventory tracking metrics, handle cash flow with precision, maintain accurate records, and interpret varied operational materials.
• Ability to relate, communicate, and work effectively with people from highly diverse cultural, economic, and ethnic backgrounds.
• Demonstrated adherence to institutional standards of conduct, including strict maintenance of data privacy and booking confidentiality requirements.

Equipment, Physical Demands and Working Conditions

This position is an active position which requires frequent movement throughout the facility as well as assisting in the concession area.

Equipment Used:

• CivicRec booking and reservation software, alongside standard point-of-sale (POS) equipment and credit card machines.
• Microsoft Office Suite (Word, Excel, PowerPoint) and standard office productivity tools.
• General office hardware includes computers, telephones, printers, copiers, and scanners.
• Light maintenance, custodial tools, and first-aid supplies.

Some requirements in this job description may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees. All requirements are subject to modification to reasonably accommodate individuals with disabilities.

Requirements are representative of minimum levels of knowledge, skills, and experience required. To perform this job successfully, the worker must possess the abilities and aptitudes to perform each duty proficiently.

This document does not create an employment contract, implied or otherwise, other than an "at will" employment relationship. The City retains the discretion to add duties or change the duties of this job at any time.