What are the responsibilities and job description for the Operations Manager position at KING WILLIAM ASSOCIATION?

About King William Association

The King William Association (KWA), chartered in 1967, is a 501(c)(3) non-profit organization governed by a Board of Directors and led by a professional staff. The primary fundraising event is the King William Fair (KWF). The King William Fair (KWF), an official Fiesta San Antonio® event since 1968, is a family-friendly outdoor festival with art and craft vendors, live entertainment, food and beverages, a Kids Kingdom activity area, and a quirky parade all held on the residential streets and parks of the King William Historic District. The King William Fair is held on the last Saturday of Fiesta San Antonio®. The 2025 King William Fair will be held on Saturday, May 3.

KWA promotes the health and welfare of the King William neighborhood by preserving the historic and residential nature of the neighborhood and by fostering educational, recreational, and cultural activities.

Overall Responsibilities

The King William Operations Manager is responsible for the operational aspects of King William Fair (KWF) annual fundraiser and other events and manages operations of the King William Association in accordance with the current Board of Director’s priorities in keeping with the KWA’s Charter and By-Laws. The King William Operations Manager is expected to work independently and report to the King William Events Director for all event operations issues, but is also accountable to the Executive Director on membership and organizational operations. The Operations Manager is a full-time, year-round position that may require additional hours to support event production from March to May.

General Expectations

Must have a take-charge, professional attitude with the ability to manage the coordination, planning, production and administration of the King William Fair and other events as needed.
Must have strong problem-solving skills and the ability to multi-task.
Must be able to anticipate project needs, discern work priorities, and meet deadlines with little supervision.
Needs to have a love for event and project management, provide outstanding customer service, be an enthusiastic professional, and be able to build relationships with internal and external stakeholders.

Management and Leadership

Develop, implement, and maintain systems and services necessary for a safe event, including but not limited to :

Supervise the recruitment, training and evaluations of independent contractors and key volunteers.

Manage completion of monthly activities necessary to support the Fair and other events in the following areas : property use, mapping / layout, infrastructure, environmental, transportation, supplies, signage / d écor , beverages, retail, ticketing, and vendor / stakeholder relations.

Monitor event activities to ensure compliance with applicable rules, laws and regulations, satisfaction of residents and participants and resolution of any issues that may arise.

Obtain fair pricing by evaluating, selecting and managing service providers and vendors.

Support staff in the updating of manual, timelines, job descriptions, maps, brochures, and support documents necessary.

Implement the event layout plan, including set-up, security and risk management plan, and close-down operations.

Establish and maintain databases of event contacts (managers, vendors, artists, entertainers, etc.).

Membership Duties

Serve as the main contact person for all member inquiries.

Develop and execute successful strategies to recruit and orient new members; ensure member renewals; and upgrade current members’ status.

Manage membership application process.

Maintain member data system to ensure accuracy and completeness of member information.

Work closely with other KWA staff to continually inform members of services and benefits of membership; assist with the execution of email and other marketing efforts.

Represent KWA at membership events and functions.

Collect, analyze, and report member feedback on KWA programs and events.

Other duties as assigned.

Association Operations Duties

Assist with clerical duties as needed.

Coordinate general office duties with staff and volunteers.

Manage association facilities needs and repairs.

Set up and tear down for all organizational meetings and other association programming.

Develop and maintain effective organization of KWF historical data, filing systems, and archives.

Qualifications

Excellent oral and written communication skills, including writing, proofreading skills, and speaking.

Excellent and professional interpersonal skills in person, in writing, and by phone.

Ability to manage and prioritize multiple tasks within a tight timeline and budget.

Strong customer service ethic and high expectations for quality.

Undergraduate degree in hospitality management or business preferred; significant work experience and training can substitute for the degree.

Professional certifications in related fields a plus.

Supervisory experience preferred.

At least 3 years of experience coordinating special events and / or project management.

Needs to have the ability to sensitively address the needs and desires of others and be able to work calmly, accurately and professionally in stressful situations.

Proficient with Microsoft Office 365, including Outlook, Word, Excel and other database programs.

Knowledge of AutoCAD and layout / mapping programs is a plus.

Schedule

The King William Operations Manager is a full-time, year-round position that may require additional hours to support event production from March to May. The King William Operations Manager must be willing to work flexible hours when needed to support volunteers and staff and to meet the requirements of various vendors and stakeholders. Some evenings and weekends are required.

How to Apply

Please send a pdf cover letter, resume and references to Lisa Lynde, Executive Director, King William Association at :

director@ourkwa.org. Deadline to apply is March 3, 2025

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