Event Coordinator

Location: St. Rose of Lima Catholic Church

Employment Status: Part Time

FLSA Status: Non-Exempt (Hourly)

Reports to: Pastor

Schedule: Monday-Friday; 10:00 AM to 3:00 PM (25 hours per week)

Job Description

The duties and responsibilities on planning and managing events of varying sizes and purposes in a church setting. Coordinators have to understand what it takes to make sure the logistics work out, keep everything within the allocated budget and ensure that the event itself is carried out smoothly.

Duties and Responsibilities

• Establishing and maintaining relationships with pastor, church staff, ministry heads, vendors and venues
• Take charge of on-site event management on the day of the event by overseeing all logistical aspects, managing event staff, and coordinating speakers or performers
• Planning event details and aspects, including seating, dining and guests
• Creating reliable financial reports and collecting payments on time
• Remaining under budget with all costs
• Managing events and addressing potential problems that may arise
• Coordinate with ministries within the parish for scheduling of events/functions
• Keep track of parish master calendar in regard to events/functions
• Coordinate with vendors and suppliers, such as decorators, caterers, and transportation providers, throughout contract negotiation and delivery of services.
• Coordinating security if necessary.
• Stay on top of risk assessment and contingency planning by developing risk management plans, managing insurance coverage, and applying for necessary permits according to the Archdiocese of San Antonio, Texas.
• Conduct post-event evaluation and follow-ups, assessing the event’s success by collecting feedback, analyzing available data, and preparing post-event reports
• Planning for potential scenarios that could impact the integrity of the event/function
• Maintaining a working knowledge of the complex needs of a wide variety of event/functions

In order to fulfill the above-mentioned duties and responsibilities, an Event Coordinator must possess an extensive skill set and qualifications that work together to manage events efficiently. The following are the specific skills and qualifications required for any Event Coordinator to be successful.

• Communication and Interpersonal Skills: Event Coordinators are required to network with a wide variety of entities in the course of their job such as pastor, ministry heads, staff and vendors in order for an event to function properly. An Event Coordinator will need to have a general knowledge of what guests expect.
• Team Management: Event Coordinators carry out many tasks on their own, but a major aspect of the job is working with a team. Delegating to a team properly and making sure everyone has what they need to do their job requires team management and leadership skills.
• Budgeting: Every event comes with a cost, and it’s the Event Coordinator’s job to keep those costs within the allocated budget. This will require a degree of financial skill as well as the ability to create accurate reports.
• Logistics: Everything in an event, from the seating to the entertainment, must be set up in a practical and useful manner for the guests. To accomplish this, the Event Coordinator must possess a degree of skill in logistics to properly plan the details and anticipate potential problems that may arise.

Experience

• Two to three years of event planning or related experience
• A proven track record of organizing successful events

Event Coordinators typically work for event planning companies, venues, hotels and resorts or corporations. They use their problem-solving skills and determination to overcome challenges and ensure that events meet a client’s expectations. Their job is to provide a supportive role to the event planning team by contacting vendors, touring potential venue locations and helping with the set-up, execution and cleanup of an event. They may also create promotional videos and advertisements to spread awareness about commercial events to the public.

Disclaimer:

This is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, efforts or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job description or to require that other or different tasks be performed when circumstances change (e.g., emergencies, changes in personnel, workload, etc.) ** This is a Grant funded position and salary is dependent on funding availability. Position can be eliminated at any time because of lack of funding to support this position.**