Coordinator - Concessions

Interim Events CoordinatorThis 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 district's 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 feedback and reports 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, and materials 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, work independently, and meet deadlines. Knowledge of office procedures and office equipment including computers and applicable software applications. Good judgment 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 standard office 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 the employee to read, write, and speak English at a level required for successful job performance.