Event Support Coordinator

Job Posting

Town of Taos (NM)

$45,868.00 Annually

Facilities, NM

Full-Time

Job Number : 202400025

Department : Facilities Services

Opening Date : 10 / 17 / 2024

Description

General Purpose

Performs a variety of general administrative, supervisory, and production / event field service technician duties related to planning, coordinating, warehousing, set up and strike, directing all phases of all venue, logistics and equipment-related aspects of Town special events, concerts, community events, and internal Town of Taos events. Assists the Parks and Buildings Divisions with general maintenance duties as scheduling allows. Coordinate and execute Departmental materials, asset, equipment, and consumables inventory per Town protocol. May serve as the liaison to the venue, events and contract labor, such as security, staging, lighting and production personnel for an event, where assigned by the Facilities and Events Director.

Supervision Received

Works under the general direction of the Facilities and Events Director.

Supervision Exercised

None.

Examples of Duties

Essential Functions

Serve as a representative of the Town of Taos demonstrating a positive attitude and progressive actions through the display of professionalism, courtesy, and appropriate tact and discretion in all interactions with other employees, contractors, promoters and related outside event production staff and with the public.

Serves as administrative advisor and liaison to the Department Director, committees, and boards as needed to inform and apprise, as required and directed, in all phases and types of events and event-related issues, including Assets, equipment repair and maintenance, warehousing, scheduling, budgetary guidelines, local ordinances and codes; sound checks and compliance. Provides technical insight and recommendations related to determining event-related technical, stage and venue requirements, building policies, goals, and objectives. Receives and relays or carries out directives, formulates implementation options and strategies, directs research, converts strategies to action plans with timetables, associated costs, manpower and equipment needs, and deadlines. Evaluates departmental logistical, personnel and financial needs and formulates short and long-range plans and / or budgets to meet needs in all areas of responsibility, including all town-owned equipment, assets, materials, structures, and properties.

Prepares and provides written and oral reports, including pre-event plans and post-event debriefings and reports. Participates in council meetings, public meetings, pre-event meetings, including security planning, and hearings as needed to solicit public input, provide public and event participant information and apprise stakeholders of policy and project options. Educates the public through media, reports, public meetings, and presentations, as required.

Manages the day-to-day operation of the Town's Special Events division; plans, coordinates, assigns, and reviews the activities of subordinate staff involved in performing a variety of venue maintenance / repair work required to maintain the Town's event-related assets and venues; coordinates, schedules and prepares sites for special events / major community activities. Oversees outside vendors, promoters and staging crew and staff.

Performs a variety of administrative work, including preparing / monitoring the operating budgets, may prepare bid specifications for equipment, services and other capital items; monitors work of facilities / venue maintenance and contractors; interacts with general public; manages division purchasing processes, maintains inventories and orders departmental supplies and materials; researches alternative funding sources, prepares grant applications and coordinates grant management with town grants administrator.

Determines and recommends event / venue project priorities Specifies work schedules and deadlines, allocate equipment and vehicles essential to complete projects and determines materials needed to complete specified objectives. Allocates personnel and equipment resources as needed to assure timely project completion.

Reviews performance and makes decisions affecting job retention, advancement, and discipline Initiates and participates in the recruitment and selection of division staff. Develops and conducts staff training within the division. Approves payroll and monitors employee activities to ensure compliance with established safety procedures. Directs the training of laborers in equipment usage.

Performs general administrative duties of the division; maintains comprehensive work records, maintenance records, accident records, vehicle maintenance records, equipment and labor costs; collects information and data for various reports; prepares reports and statistical analyses to aid and plan an evaluation of park maintenance programs; completes a variety of reports, logs, forms, etc.; reviews operations for compliance with State and Federal regulatory agency requirements.

Coordinates capital improvement projects (CIP's) and acts as project manager; plans, designs and directs the construction of various park venue facilities such as pavilions, shelters, bleachers, ball fields and other facilities, etc.; coordinates and conducts safety inspection of playground equipment; directs the set-up of special displays for Christmas, fiestas, festivals and other events.

Monitors the need for repair and of all potential safety issues surrounding event assets, equipment, and venues. Supervises and performs seasonal "start-up" and "strike" procedures of all venue assets. Works directly with contract labor to install and warehouse all staging and stage equipment.; assures the safety of workers and environs.

As scheduling permits, performs general maintenance duties as assigned by the Facilities Director. Duties may include Buildings or Parks Division responsibilities for soft goods, (painting, drywall, interior, and exterior wall finishes), general equipment and facility maintenance (leak repairs, door and hardware repairs), furniture moving, park duties, (weeding, mowing, landscaping, general clean-up, etc.) and any other related duties normally assigned to the Building, Parks or Administrative Division.

Coordinates and performs a broad range of general Buildings responsibilities; Snow removal from sidewalks, driveways, and parking areas; using snow plows, snow blowers, and snow shovels; spreading snow melting chemicals as needed. Repairs equipment and assures proper operation of various equipment. Operates maintains and adjusts specialized equipment and tools, including electric motors, pumps, power washers, blowers, and other equipment as needed.

Work with the existing material and inventory software to manage, assess, account and report Departmental assets. Conduct consumable inventory accounting and reporting within each Division (Events, Buildings, and Parks). Identify and tag inventory as it is received. Establish warehouse and equipment storage protocols within the Facilities and Events Department.

Performs other duties as assigned by the Facilities and Events Director and Town Manager. Assist with Parks and Facilities Divisions as required and as time permits.

Typical Qualifications

Minimum Qualifications

Education and Experience : High School, GED & up to 1 year of Job-Related Training

or Education in park management, recreation, horticulture, landscaping or related field;

AND Five (5) years of progressively responsible experience in the maintenance, upkeep

of venue facilities, assets, equipment and related environ; stagehand, live performance

production or other related fields : OR An equivalent combination of education and

experience.

Knowledge, Skills, and Abilities :

Considerable knowledge of venue operation and program development and implementation practices, methods, procedures, and techniques; general management principles and practices, including budgeting, program development / evaluation, and employee supervision and training; maintenance equipment such as power distribution, rigging, stage management, stage set up and strike, operate equipment (forklift, boom lift, scissor lift, etc.) turf and greens management; interpersonal communication skills; organizing public events, sporting events, and recreation programs.

Skill in the operation of various types of light equipment such as front-end loader, tractor, backhoe, 4x4 and 4x2 trucks, 45' boom lift, forklift, snow plow, mower, etc., basic mechanics, basic electrical and plumbing operations, basic carpentry; PC Computer.

Ability to communicate effectively, verbally and in writing; develop effective working relationships with local officials, representatives of local business / industry, community service organizations and groups, subordinate staff, and the public; manage an Event(s) program, including budgeting, maintaining records, and preparing reports; in understanding and interpreting laws, rules, regulations, guidelines, policies and procedures.

Special Qualifications :

Must possess a valid New Mexico driver's license and may be required to obtain CDL licensure in order to operate certain heavy equipment. Security training, knowledge of NM alcohol sales and control requirements, including state server's training are desirable or may be required within 1 year of employment. Certification through the National Arborist Association is preferred and may be required. Pesticide certification may be required but are preferred.

Supplemental Information

Work Environment :