County Administrator HR Civil Service Board Clerk of the Circuit Court

Event Coordinator

Recruitment #1901-EVTCRDTSNJ-001

Introduction

The Event Coordinator will be responsible for the overall coordination and supervision of support services for events and functions to ensure efficient event operations and providing a superior experience to the tenants and guests of Raymond James Stadium.

The Event Coordinator shall be responsible for the supervision of the day-to-day activities of the Guest Services Staff, Security Contractors, Ushers, and Parking Staff, ensuring that the services are provided in an efficient, effective, and timely manner.

In addition, the Event Coordinator shall assist in the development and implementation of departmental financial reports, and operational policies and procedures and will also assist in the coordination of special events.

MINIMUM QUALIFICATIONS

A Bachelor's degree with a major in Sports Management, Business Administration or a closely related field; and

Two years of previous experience in event coordination, accounting, finance, or event management at a public assembly venue; and

Possession of a valid Driver license.

(Note: Experience in event coordination or management may be substituted at the rate of two years of experience for each year of college.) 

JOB SPECIFIC COMPETENCIES

  • Knowledge of all administrative and operational rules, procedures and programs of the Parking and Events Departments
  • Knowledge of safety requirements (OSHA, NFPA, ADA) for events or functions
  • Ability and willingness to work irregular schedules, including evenings, weekends and holidays; the performance of work assignments may not be directly related to job specifications; Adjustments of shifts, overtime, breaks, etc. may be required upon short notice
  • Ability to develop and maintain accurate records, logs and reports for the department
  • Ability to interact with fellow employees, clients, the general public and outside vendors in a courteous, cooperative and professional manner
  • Ability to maintain a high public image, positive attitude and demeanor when performing a service for tenants and the general public in and around the facilities
  • Ability to coordinate diverse support services for events or functions
  • Ability to organize and prioritize work
  • Ability to motivate others
  • Ability to communicate effectively in both written and verbal formats
  • Ability to walk or stand for long periods of time
  • Ability to lift over 50 lbs. and work in non air-conditioned environments

REPRESENTATIVE DUTIES

  • Implements the day-to-day operational policies and procedures for the Guest Service and Parking Departments and provides supervision while scheduling, hiring, organizing, assigning, monitoring, analyzing and correcting work assignments of the guest service and parking personnel at Raymond James Stadium.

  • Assures the highest quality service to all guests and tenants by enforcing established goals for Parking and Guest Service staff.

  • Maintains a working knowledge of budgetary procedures and controls. 

  • Assists in verification of proper coding of departmental expenses to ensure accurate accounting and provides sufficient data for financial preparation and budget planning.

  • Reconciles cash and the daily general ledger submissions events to the finance department. 

  • Prepares event billing invoices for proper billing by the finance department. 

  • Prepares and maintains revenue and expense reports in event folders.

  • Assists in the development and implementation of formalized training and education programs for the Guest Services and Parking Departments.

  • Coordinates game day preparations, to include, but not limited to, usher, security and guest service staffing, gate setup, signage placement, barricade placement, credentials, parking passes, wristbands and other event coordination and preparation activities.

  • Coordinates events and acts as the manager on duty for BEO’s, small stadium events, festivals, parking lot events and other events as programmed.

  • Coordinates with internal departments, outside organizations, tenants, vendors, other governmental departments, private firms and clients and operational service contractors, to include, but not limited to, local, regional and national law enforcement agencies, local fire departments, the Tampa Bay Buccaneers, the Outback Bowl, the University of South Florida, the Gasparilla Bowl, Feld Entertainment, guest services, security, ushers, 24 hour security, parking, events, traffic planning and other event promoters and service providers who frequently service event operations. 

  • Conducts regular facility inspections to review facility, grounds, equipment, personnel, general activity and share findings and observations with departmental managers or coordinators to assist in maintaining a superior level of facility function, polish and efficiency, and reviews and recommends equipment, supplies and materials required to provide services to Authority and their clients.

  • Attends and participates in Authority Operations/Event planning meetings when required.

  • Participates in other weekly meetings necessary for conducting internal and external business.

  • Attends regularly scheduled staff meetings to share relevant information and gain feedback relating to methods to improve service to customers, both internal and external, and to insure efficient operations of the grounds for events; Attendance and/or travel may be required for meetings or maintenance held off site. 

  • Writes timely, accurate bid specifications for departmental purchases.

  • Reviews Guest Service and Parking Department payrolls, event related contracted services invoices and departmental purchases prior to submission to the Director of Event Services for approval; Follows all appropriate purchasing procedures accurately. 

  • Participates in budget meetings and provides input relating to expenditure projection; Verifies proper coding of payroll, event expenses and purchases to ensure accurate accounting and sufficient data for appropriate billing, planning and expenditure projecting. 

  • Provides leadership on continuous improvement and team building efforts.

  • Participates in employee committees and staff meetings emphasizing team management, high morale and quality service to Authority customers.

  • Conducts and maintains performance evaluation and professional development programs for subordinate personnel.

  • Counsels subordinate personnel as required to manage personnel issues.

  • Conducts internal investigations as required by any on-going disciplinary process and recommend and/or administer discipline as required. 

  • Seeks out, develops, and assists in the participation of industry related associations and trade shows in support of quality service to clients.

  • Keeps abreast of innovations, improvements in procedures, and developments within the operational aspects of our industry to seek better methods to improve efficiency, levels of service, personnel performance, and reducing operating costs.

  • Provides a safe environment free of harassment for department employees and ensure compliance with all Authority policies, applicable OSHA standards and local, state, and federal laws.

  • Uses computer terminal to enter and retrieve information and prepare reports as required.

  • Creates and maintains event folders and guest service, usher, security, law enforcement, fire safety and Parking Department filing systems and records to ensure that all department personnel, equipment, and supplies are accurately maintained and invoiced to events.

  • Performs other duties, functions, special projects and responsibilities, as assigned.

Conclusion

VETERANS' PREFERENCE: The Civil Service Board and its client agencies value the service veterans and their family members have given to our country and support the hiring of returning service members and military spouses. Therefore, special consideration and priority in appointment will be given to veteran preference-eligible applicants (as described in Section 295.07, F.S.) throughout each step of the selection process.  Applicants currently serving in active duty are not eligible for veterans' preference. A veteran is defined as a person who served in the active military, naval, or air service and was discharged or released under honorable conditions (or who later received an upgraded discharge under honorable conditions). However, current members of any reserve component of the United States Armed Forces or the Florida National Guard are eligible.

The applicant claiming veterans' preference is responsible for providing required documentation (click here for further information on documentation requirements) that clearly shows dates of service, campaign awards or medals received, and character of discharge (DD-214 Member-4 or Service-2 copy) to support entitlement to preference.  This documentation should be provided at the time of application submission. Documentation can easily be provided to us electronically through this online application system (preferred), but can also be provided to us by email, fax, or USPS. However, in ALL cases, required documentation must be provided to us prior to the closing date of the vacancy announcement.

Applicants that meet the minimum job requirements and qualify for Veterans’ Preference who believe they have not been afforded employment preference in accordance with applicable Florida law, may file a written complaint requesting an investigation with the Florida Department of Veterans’ Affairs, Division of Benefits and Assistance, 9500 Bay Pines Blvd, Room 214, St. Petersburg, Florida 33708. The complaint must be filed within 60 calendar days from the date the applicant receives notice that s/he was not selected.  Prior to filing a complaint, however, it is the responsibility of the preference-eligible applicant to contact the employer at least one time after 45 days have passed from the final date for submitting an application or the interview date, whichever is later in time, if the applicant has not received notice of a hiring decision.

For more information on Veterans' Preference, please visit the Civil Service Board website by clicking here.

DRUG-FREE WORK PLACE: The employers of Hillsborough County have implemented a drug-free workplace and all offers of employment are conditioned on job applicants successfully passing a drug test.

RESPONSE/RECOVERY ACTIVITIES: Employees may be required to participate in response/recovery activities in response to a major emergency or natural disasters affecting County operations. In such situations, every effort will be made to maintain operations, but employees may be assigned to carry out response activities suited to their skills and capabilities.

HILLSBOROUGH COUNTY IS AN EQUAL OPPORTUNITY EMPLOYER

Hillsborough County provides equal employment opportunity to all persons, regardless of age, race, religion, color, national origin, sex, political affiliations, marital status, non-disqualifying physical or mental disability, age, sexual orientation, membership or non-membership in an employee organization, or on the basis of personal favoritism or other non-merit factors.

AMERICANS with DISABILITIES ACT (ADA):  Hillsborough County welcomes and encourages applications from persons with physical and mental disabilities, and will reasonably accommodate the needs of those persons in the application and testing process. The decision on granting reasonable accommodation requests will be on a case-by-case basis.

APPLICANTS RIGHTS UNDER FEDERAL EMPLOYMENT LAWS:  Family and Medical Leave Act (FMLA) Poster;  Equal Employment Opportunity (EEO) Poster; and Employee Polygraph Protection Act (EPPA) Poster.