Coordinator - Sales and Rentals

Job Description

Job Description

Salary : $21.00 or $23.00 / hr

Job Overview

This position supports the Sales and Rentals Department by coordinating year-round

interim events, processes, communications, and logistics to ensure smooth and efficient

operations.

Duties and Responsibilities include, but are not limited to, the following :

Responsible for the overall coordinating of assigned Interim Events. Meets with promoters to ascertain equipment / labor needs and other relative event

requirements.

Insures opening readiness of the rented grounds

Serves as the Districts liaison during the event. Troubleshoot issues arising from patrons, vendors and promoters. Coordinates the responsibilities of all other relative departments to ensure the Events are running smoothly.

Attends weekly Event Service Meetings to review distributed event information.

Coordinates all post event invoices after the event and insures accuracy of billing and payment information.

Gathers feed back and report on event success.

Coordinates vendor communication during the San Diego Fair by providing excellent customer service in person,

by phone, and via email; answers questions promptly from vendors and partners while handling frequent

interruptions.

Coordinates vendor paperwork by reviewing, verifying, and maintaining forms, contracts, and documents.

Assists vendors with questions and ensures accuracy and completeness.

Maintains and updates vendor records using vendor management software to ensure information is accurate

and accessible.

Coordinates insurance compliance by tracking and organizing insurance documents for all vendors.

Monitors financial compliance by tracking vendor payments and maintaining accurate payment records.

Coordinates contract workflow by tracking the status of contracts and ensuring deadlines are met.

Prepares and distributes vendor information including packets, updates, andmaterials needed for participation.

Coordinates vendor packet assembly by preparing, copying, and organizing employment packets, forms, and

other materials.

Operates office equipment and applications including computers, copier, scanner, fax machine, and department

software to support vendor operations.

Ensures compliance with regulations when handling sensitive and confidential information.

Supports departmental projects by assisting the team in planning and executing special projects and initiatives.

Qualifications

Excellent customer service, communication skills, and team player.

Detail-oriented, organizational skills, quick learner, ability to multi-task, workindependently, and meet deadlines.

Knowledge of office procedures and office equipment including computers and applicablesoftware applications.

Good judgement and professionalism.

Working Conditions

Works in a variety of settings, including in a standard office setting, and outdoors walking around the property

exposed to weather conditions.

While performing this job, employee is frequently required to sit, talk and hear.

The employee is occasionally required to walk, use hands and fingers to operate standardoffice equipment, push

and pull file drawers and move items up to 30 pounds.

Work may include walking and standing on foot for long periods of time.

Works a flexible schedule including nights, weekends, and holidays when necessary.

Work activities also require to employee to read, write and speak English at a level requiredfor successful job

performance.