Event Coordinator - Sports Complex

Application Closing Deadline: For best consideration, please submit your application materials by 4:00 p.m. (MST) February 20, 2025.

Hiring Range is $51,237 to $59,208 annually based on qualifications, education and experience as it relates to the position.

Position Summary:

Under the supervision of the Facility Manager, this position is responsible for maximizing revenue for the Sports Complex by selling special events in conjunction with group sales, food and beverage, banquets, private room rentals, birthday parties, tournaments, as well as administrative operations including marketing and promotions, as well as serving as back up to the Athletic Registration Supervisor and Customer Service Representative staff. Performs duties in a manner consistent with the stated values of the organization.

Essential Duties:

• Proactively prospects for new business through leads, existing client base, and industry involvement.
• Schedules and participates in property tours with clients. Follows up on meetings and tours with clients to ensure goals are achieved for both parties.
• Closes new sales and events with interested clients during or after tours at South Suburban Sports Complex.
• Serves as point of contact for birthday party bookings. Coordinates all aspects of birthday party bookings including supplies, food orders and reserving facility space(s).
• Serves as the liaison between the birthday party clients and Sports Complex Restaurant.
• Hires, trains, schedules and directly supervises Party Host staff.
• Finalizes all details for birthday parties and creates plans for the operations team and day of execution teams.
• Ensures that spaces are clean and presentable prior to events and parties. Reports any maintenance problems to the Facility Manager.
• Coordinates and assists staff with set-up and tear-down of event spaces.
• Oversees the facility invoicing for Special Events.
• Assists facility management and custodial staff with facility maintenance tasks.
• Handles all final billing, closes accounts post-event, and sets up routine follow-up to increase return business.
• Fills in at the front desk as needed, providing excellent customer service, answering inquiries, and assisting with administrative tasks to ensure smooth facility operations.
• Offers clerical and administrative support to management, including preparing reports and assisting with the budget process.
• Provides a high level of customer service and communication both internally and externally, including maintaining professional, timely and accurate communication through effective verbal and written methods.
• Responds tactfully, respectfully and in a timely manner to inquiries and problems in person, through email, phone and mail by providing helpful information and explanations in-line with District policies and procedures. Thoughtfully handles confrontational or stressful interactions.
• Maintains records including but not limited to weekly/monthly reports, facility usage reports, payroll documentation, accurate invoicing and purchasing records, and incident/accident reports according to District procedures in a timely manner.
• Develops and maintains professional relationships with District employees, vendors, maintenance service providers, and various outside user groups and associations to coordinate their programs and special events.
• Attends work on a regular, reliable and punctual basis.
• Finalizes all details for special events and creates floor plans for the operations team and day of execution teams.
• Oversees event logistics, including parking, signage, and crowd control, to ensure smooth operations on event day.
• Sends and receives feedback from clients post-event via surveys and other methods as appropriate.
• Creates and manages customer appreciation, retention and customer satisfaction material.
• Assists with the development, implementation, and tracking of marketing strategies including use of social media for promotion to new and existing clients and to generate new leads. Coordinates with Communications staff to promote facilities, services, and activities and to evaluate customer satisfaction.
• Attends and participates in professional group meetings, trade shows, and special marketing and promotional events to stay abreast of the new trends and innovations in the field of recreational services for maximizing the Department’s success.
• May participate in various certification trainings, educational conferences and webinars.
• Attends and participates in staff meetings, trainings, orientations, and various other District committee meetings as assigned.
• May be required to work evenings, weekends, and some holidays to answer questions from staff and clients as needed in order to provide excellent follow-up, build trust, and establish rapport with staff and clients.

This job description should not be construed to imply that these requirements are the exclusive duties of the position. Incumbents may be required to follow any other instructions, and to perform any other related duties, as may be required.

Education and/or Experience:

• Associate's Degree in Hospitality, Marketing, Public Relations or other related field.
• One (1) year experience in event planning, marketing or public relations.
• Experience with social media and ice scheduling is strongly preferred.
• Any combination of experience, training and education that demonstrates the required knowledge, skills and abilities to perform the essential functions of the position may be considered.

Licenses, Certifications, and Other Requirements:

• Must possess a valid Colorado Driver License or the ability to obtain upon hire and maintain an acceptable driving record.

Necessary Knowledge, Skills and Abilities:

• General knowledge of the philosophies, objectives, practices, and systems of event planning and sales.
• Must be able to assist clients with the planning of their events and execute their vision.
• Must have excellent communication skills, both written and oral.
• Working knowledge of Microsoft Office software including Excel, Word, Outlook and Publisher.
• Must be sales oriented, highly motivated, and take direction well.
• Ability to work independently and with a team in a fast-paced and high-volume environment with emphasis on accuracy and timeliness.
• Excellent interpersonal skills with the ability to provide outstanding customer service, establish and maintain effective working relationships, and interact with others in a professional manner.
• Ability to work a varied schedule which may include some evenings, weekends, and holidays.

Material and Equipment Used:

• Uses standard office equipment including a personal computer, phone, printer, and copier.
• This position may be required to drive a personal and/or District motor vehicle to various District and off-site facilities.

Working Environment:

• Primarily works in a busy recreation facility environment subject to continuous interruptions and background noises.

Physical Requirements:

• Frequent sitting, standing and walking.
• Occasional physical work lifting up to 50 pounds.
• Occasional lifting, carrying, climbing, stooping, crouching, crawling, squatting, kneeling.
• Regularly required to use hands and fingers to handle or feel objects, tools or controls; and reach with hands and arms.
• Frequent hand/eye coordination to operate personal computer and office equipment.
• Vision for reading, recording and interpreting information. Vision acuity to see close-up and at a distance with the ability to adjust focus allowing a broad field of vision.
• Speech communication and hearing to maintain clear and effective communication. Must understand and be understood.

This list is not all-inclusive and represents examples of the work environment and physical demands.

South Suburban Park & Recreation District is an Equal Opportunity Employer.

We’ve Got You Covered!

South Suburban Offers:

• Competitive medical, dental and vision plans
• Disability and life insurance
• Flexible spending accounts (FSA’s)

Happy Employees Are the Best Employees

• South Suburban provides an employee assistance program at no cost that includes: counseling, financial planning, legal assistance, and much more!
• Our Employee Wellness Program gives covered staff the ability to reduce their medical premium by $360 annually

Take Time Away to Do What You Enjoy

• 10 paid holidays per year
• 4 personal days per year
• Earn 11.5 paid vacation days per year
• Paid sick leave to rest, recover, and take care of yourself

We’ve Got Your Back

• Up to 9% 401(a) Employer contribution/match that vest after 3 years of service
• Trainings to grow your professional and personal skill set
• Tuition Reimbursement Program that covers up to $2,500 per year

Play Where You Work

• Employee engagement is a priority at South Suburban. Staff gatherings have included: pictures with the Stanley Cup, Chili Cook-Off, Ice Cream Social, Shuffleboard Tournament, Employee Appreciation Luncheon, just to name a few
• Monthly wellness challenge opportunities and staff recognition honors

We LOVE Our Facilities and So Will You:

• Free daily admission to recreation centers, tennis courts, ice rinks and swimming pools
• 50% off food at South Suburban restaurants
• $5 to $10 for nine holes of golf at four different courses

SSPRD offers an excellent comprehensive benefit package including but not limited to: Medical/Dental/Vision. For a more detailed overview please view the Benefits Guide for Full-Time Employees

About Us

Our mission is to foster healthy living through stewardship of the environment, parks, trails, and open space by providing recreational services and programs.

We serve residents in Bow Mar, Columbine Valley, Centennial west of I-25, Littleton, Lone Tree and Sheridan and unincorporated portions of Douglas, Jefferson and Arapahoe counties. We operate four full-service recreation centers, golf courses, outdoor pools and restaurants, two ice centers and miniature golf courses, a botanical garden event center, a BMX track, a sports dome, batting cages, an entertainment center, a hotel and a nature center. In addition, we maintain nearly 3,800 acres of developed and open space land, including 119 multi-purpose athletic fields, more than 100 parks, nearly 80 miles of trails, 60 playgrounds, 56 tennis courts, and the 880-acre South Platte Park.
Experience and Skills:
From: South Suburban Parks and Recreation