Civic Center Coordinator

POSITION SUMMARY :

Under general supervision is responsible for the coordination of events held in the Civic and Community Centers to include internal and external events. The coordinator is responsible for providing outstanding customer service, being an enthusiastic professional, and able to build and maintain relationships with both internal and external customers. Must be able to anticipate project needs, discern work priorities, meet deadlines with little supervision, and attend conferences. Must be willing to work a flexible schedule including nights and weekends.

ESSENTIAL DUTIES AND RESPONSIBILITIES :

• Assists in ensuring the consistent delivery of high-quality events and services to all clients, vendors and guests.
• Answers phone, email, WebQA, and walk-in inquiries; performs facility tours, presents facility information and refers clients to other local vendors when appropriate.
• Consults with customers to determine objectives and requirements for events (meetings, conferences, tradeshows / conventions and private).
• Assists and / or communicates the services and features available in the Center, including but not limited to objects such as rigging, sound, lighting, audio visual equipment, HVAC and electrical systems, and general cleaning equipment, parking, loading areas, wheelchair accessible ramps, and of available external services.
• Communicates in a timely and professional manner with clients, guests, City employees, external services and the general public to : ensure the smooth management and execution of events, represent the best interests of the facility and City, anticipate needs, and resolve customer service inquiries and other issues.
• Meets with clients in person or phone / email to create room layouts, understand equipment needs, explain Terms and Conditions and answer facility questions regarding policies and ordinances as needed.
• Conveys client requests to event staff through in-person meetings, event confirmations and room layouts. Coordinates with Event Attendant staff to ensure events are successful and concerns are addressed in a timely manner.
• Monitors events to ensure guest and vendor safety, client requests are delivered, and to ensure City and Civic Center policies have been followed; reports damage or policy violations to Manager.
• Operates and / or assists clients with services in the Civic Center, including : audio / visual equipment, HVAC and electrical systems, and general cleaning equipment; parking, loading areas, and entrances / exits.
• Prepares and processes contracts, invoices, purchase orders, and deposits in a timely and professional manner.
• Creates and maintains departmental filing systems; conducts a variety of general office duties including data entry, submitting work orders, ordering office supplies, and copying, filing, and emailing documentation.
• Recognizes, avoids, and reports unsafe acts, conditions, accidents and injuries; prepares incident reports as needed.
• Coordinates with Building Maintenance staff regarding general building maintenance and upkeep.
• Participates in policy development through suggested facility improvements and method refinement.
• Conducts post-event evaluations to ensure customer satisfaction and / or determine how processes can be improved.
• Participates in local marketing efforts for the Civic Center with other City staff.
• Performs other duties as assigned or required.

EDUCATION AND EXPERIENCE REQUIREMENTS :

To view the full Job Description, click the attachment.

Job Post Closing Date : October 10, 2025