Event & Service Coordinator- MidFLORIDA Event Center

The City of Port St. Lucie is an equal opportunity employer.

This position requires the applicant to successfully pass a drug screening. 

Please note that this is an external job posting intended for non-city employees. If you are a current city employee applying through this posting, your application will not be reviewed with other internal candidates. In order to be considered with internal candidates, please apply on the internal posting by clicking HERE.

Responsible professional-level work. Duties include front-line customer service, organizing and overseeing client rentals, public relations, and community information as they relate to the MIDFLORIDA Event Center (MFEC). Assists with the Department’s wide variety of Events. Facilitates the development of public trust and confidence in the City.  

May work a varied shift including weekends, evenings, and holidays.

This position is an Essential classification and will require you to report to duty before, during and after a civil emergency.

This list of essential responsibilities is representative and not intended to be exhaustive.  The hired employee may be expected to perform additional employment-related tasks as needed to accomplish specific projects. 

• Keeps the mission, vision and values of the City of Port St. Lucie at the forefront of decision-making and action; builds strategic and collaborative relationships and interacts with others in a way that builds confidence and trust; provides excellent customer service by taking action to accomplish objectives, maintains high levels of work and productivity by generating innovative solutions to work situations.
• Direct guests and provide information to fulfill client needs.
• Evaluates all facets that make up an event, anticipating issues before they occur and resolve in a timely manner.
• Aids the Sales Manager with the scheduling of meetings and events with external and internal customers. 
• Provides support with the event application and contract process, including presentation of information, negotiations, collection of deposits and fees, entering data into our VenueOps tracking system, and delivery of services.
• Compiles data and prepares various documents thoroughly and with accuracy.
• Coordinates meetings with clients and other entities, such as catering, decorators, music, etc.  
• Works during specific events to coordinate event details, public interaction, and guest/client needs, ensuring customer satisfaction.
• Secures various events and noise permits for events.
• Assures proper invoicing of all ancillary rental equipment, audio-visual equipment, and additional required personnel.
• Evaluates the condition of a rented space (post-rental), documents deficiencies/makes recommendations for disposition of damage deposits, and processes refunds as required.
• Implements the design of floor plans and set-ups for Event Center rentals; ensures that each design meets the needs and requirements of the renter.  Assists staff in setting up the approved floor plan and set-ups requested by the renter, assuring it meets the specifications requested. 
• Disseminates applicable event information to other City departments, i.e., Communications, Police, Public Works, and Neighborhood Services, to assist website efforts of creating and maintainingan  up-to-date calendar of events.
• Assists with the Event Center Special Events and Programs
• Assists the department’s Marketing Manager as needed with providing content updates for the Event Centers website and social media platforms. This also includes providing relevant content, so the website calendar properly reflects the events, programs that are public-facing. 
• Through daily activities onsite, have an awareness of the Facilities’ condition, and alert the Operations Team if repair or cleaning of certain areas of the Facility is necessary.
• Acts as special events liaison with other City departments and external agencies to facilitate successful and quality events.
• Assists with set-ups, removes, or moves tables and chairs if or as needed at the Event Center. 
• Coordinates liability exposure with Risk Management.
• Conducts evaluation of events by way of the Center's e-survey with the lessee either by telephone or online after the conclusion of each event. Ensure those surveys are scored and provided to the department. Director quarterly.
• Provides tours and rental cost information to prospective renters; provides information regarding rental guidelines, Police detail, and Fire Dept inspection pricing when necessary.
• Communicates and coordinates with all aspects of pre-rental details such as scheduling with performers, caterers, decorators, band, sponsors, facilitators of seminars and other individuals as needed.
• Promotes the Event Center and other City facilities to businesses, non-profit groups, and other organizations that may be interested in utilizing the facility for various functions and events.
• Responsible for ledgers for taxable and non-taxable report deposits, updated and balanced to the Finance Department at the end of each fiscal year.
• Evaluates the condition of a rented space, post rental, and documents deficiencies; makes recommendations for disposition of damage deposit.
• Troubleshoots during event preparation and during the event to ensure that all event setups are correct, including policies, procedures, and billing.
• Coordinates sound and light production requirements for assigned events.
• Works weekends, evenings, and holidays as dictated by event load.
• Attend various weekly scheduled event operations and catering meetings.
• Coordinates Art Gallery event displays.
• Other duties may be assigned.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION AND/OR EXPERIENCE

Graduation from an accredited high school or possession of an acceptable equivalency diploma.  Graduation from an accredited college or university with a Bachelor’s Degree of Public Administration, Leisure Services, Recreation, Marketing, Advertising or a related field preferred.   Minimum of two (2) years of experience in planning and marketing special events or recreation.

Possession of a valid Florida driver’s license and maintenance of clean driving record required. 

A comparable amount of training, education or experience may be substituted for the minimum qualifications

KNOWLEDGE, SKILLS, & ABILITIES 

• Knowledge of the principles, practices and techniques required to organize large-scale community events and promote recreation services and programs.
• Knowledge of various types of facilities, materials, and equipment needed to carry out event planning.
• Intermediate working knowledge of Microsoft Office suite of tools.
• Working knowledge of event planning tools such as Momentus or Social Tables is a plus.
• Skill in public speaking and public relations.
• Ability to work on multiple events in a fast-paced environment. 
• Ability to work as an effective member of a customer service team.
• Ability to establish and maintain effective working relationships with employees, clients, and the public.
• Ability to utilize computers for data input, floor diagrams, word processing, and email.
• Ability to prepare event reports when required.
• Ability to meet, interact, and communicate effectively in writing and orally. 
• Ability to focus on the positive in every situation.
• Ability to work under pressure and meet deadlines.
• Ability to follow through with assigned tasks.
• Ability to present ideas and recommendations clearly and concisely in writing and orally.
• Ability to establish and maintain effective working relationships with City officials, employees and the public.
• Ability to demonstrate promotional skills and leadership.
• Ability to focus on the positive in every situation.
• Ability to model respect for individuals, teams, and the organization.
• Ability to stay centered when challenged.
• Ability to establish and maintain the trust and confidence of the department and public.

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 accommodations may be made to enable individuals with disabilities to perform essential functions. While performing the duties of this Job, the employee is regularly required to talk and hear, sit, use hands to finger, handle, or feel, and reach with hands and arms.   The employee must lift 30 pounds and/or move up to 50 pounds.  While setting up tables and chairs, it is mandatory that all employees wear steel or composite-toe shoes. Specific vision abilities required by this job include close vision and the ability to adjust focus. The work of this position requires indoor as well as outdoor work. The ability to stand and walk for extended periods of time, up to 8 hours is required.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

While performing the duties of this job, the employee may be exposed to outside weather conditions that may be adverse and extreme (heat, humidity, cold, rain, etc.). The employee is occasionally exposed to noise, dust, fumes, airborne particles, and uneven surfaces.

The noise level in the work environment is usually moderate to loud. The office environment is fast-paced.

Salary : $45,490