| Job Summary: | | | The Specialist, Events has responsibilities overseeing Port wide events. This position will work with the Manager, Recreation and Events and management team on administrative and other business operation tasks including scheduling, event coordination, event meetings, and event execution. The Specialist, Events will also work on administrative and other operations tasks including scheduling, ordering, and overall budget management. | | Essential Functions Events - Leads and coordinates details of internal or external event execution from booking through post-event details, including creation and coordination of layouts for each event
- Produces events while being the point of contact for client
- Acts as the official liaison to event partners and vendors during events
- Maintain strong relationship with Senior Management and various departments including but not limited to Communications, Facilities, Human Resources and Public Safety and Security
- Participates, prepares agenda, and takes notes in event meetings
- Attend site inspections of the venues and event meetings to plan and coordinate details (i.e., seating, event flow/layout and timelines)
- Lead client discussions regarding event ideas/requests/concerns with client
- Acts as communication liaison between client and CPA staff
- Responsible for creating and maintaining relevant event content and posting on social media
- Ensures Events section of the Port Canaveral website is up to date
- Coordinate and meet with emergency services entities to discuss operational plans to ensure events meet health, safety and business standards
- Initiates, coordinates, and/or participates in all efforts to publicize events
- Manage event permits through Adobe Sign
- Maintain responses to online inquiries
- Manages/coordinates a variety of contractors, vendors, caterers, and partners including contracted vendor(s) for event set up, breakdown, and cleaning for Port-wide special events
- Issue permit CPA wide
- Propose new ideas to improve event planning and implementation process
- Responsible for updating and maintaining CPA’s Executive calendar
- Maintain and update agreements for Special Events and Catering/Food Trucks, including scheduling
- Maintain and update Jetty Park Beach Wedding Permits, including scheduling
- Leads the Jetty Park events committee
- Maintains to be an active member of the Captain’s Council in assisting with employee events
- Work with venue calendars and ensure/confirm dates and ensure CPA event email distribution group is updated as needed
Performs other duties assigned by the Manager, Recreation and Events Financial - Creation of financial and operation reports (sales, booking and profit on events)
- Negotiation of event contracts
- Responsible for event budget management and communication with clients on changes to budget
- Responsible for all client invoicing related to events, including internal purchase orders, invoicing, and prompt post-event payment processing
- Responsible for verifying deposits, reconciliation of balance due to CPA and partner with the Finance department on any issues with outstanding payments
- Provide costs estimates based on vendor proposals
- Provide sales order or estimated cost sheet by entity and/or vendor
- Submit all invoices for timely payment
- Provide financial and operational reports, as requested
- Closing revenue areas including verifying sales and following up with Finance as needed
- Other duties and projects as needed
Customer/Guest Services - Assist in satisfactorily resolving client and guest issues that may arise
- Facilitate and ensure world-class customer service experience for clients and guests
- Responds to online comments on (Facebook, etc.) social media platforms
- Maintain three emails (Special Events, Food Trucks, and Social)
- During emergency conditions, all CPA employees are automatically considered essential employees and may be subject to recall. These events may include, but are not limited to, natural, man-made, or public health emergencies. Employees may be expected to perform emergency and/or recovery operations outside of their normal assigned responsibilities and routine working hours.
| | Minimum Qualifications: | - Associate’s degree in Hospitality or Event Management or a related field or equivalent preferred
- 2 years of experience leading the work of events, or related field
- Excellent communication and interpersonal skills
- Excellent planning and organizational skills
- Proven experience in project management
- Business and financial acumen; experience managing budgets
- Computer literacy and working knowledge and experience with Microsoft Office to include Outlook, Word, Excel, and PowerPoint
| Licenses / Certification Required: | - Valid Florida Driver’s License or ability to obtain within 30 days
| Physical Requirement: | - Tasks require the ability to exert light physical effort in sedentary to light work
- Ability to lift up to 30 pounds
| Environmental Requirements: | - Most of the time will be spent indoors, occasional outdoor events
- 7 day a week operation: Must be able to work varying shifts, evenings and holidays
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