Recreation Event Coordinator

HOURS
Standard business hours (8:30 AM – 5:00 PM). Must be able to work evenings and weekend for special events, programs, and other meetings.

Nature of Work
The Event Coordinator will be a Full-time role serving The Richfield Ice Arena and Wood Lake Nature Center in Richfield. They will serve as the dedicated point of contact for all large-scale and recurring event bookings including but not limited to customer service, staffing, and facility readiness.  Ensure rentals are executed professionally, safely, and in alignment with City policies while maintaining positive relationships with renters, vendors, and community partners.Essential Duties

• Plan and coordinate recreational programs, community events, and facility rentals at Wood Lake Nature Center and Ice Arena.
• Serve as the primary point of contact for event clients, vendors, and internal staff.
• Coordinate event logistics including scheduling, staffing needs, equipment requirements, and facility use.
• Prepare and communicate detailed event information, layouts, and supply needs to Event Attendants responsible for setup and breakdown.
• Prepare detailed event packets for Event Attendants covering setup, breakdown, and duty assignments
• Ensure all necessary equipment, materials, and information are provided in advance of each event.
• Monitor event schedules and address issues or changes as needed.
• Assist with marketing and promotion of events and programs.
• Maintain accurate records, contracts, permits, and event documentation.
• Establish and grow relationships with wedding planners, corporate event organizers, and community leaders
• Provide customer service by promptly responding to inquiries, resolving concerns, and supporting participants.
• Collaborate with staff at both facilities to ensure smooth operations.
• Establish and coordinate approved caterer list for special events
• Assist with general facility operations as needed.
• Perform daily cash report and additional limited administration tasks at Ice Arena
• Maintain records, prepare reports, attend meetings, and keep supervisor informed of work progress. Supports the Arena Manager as needed.
• Performs all other duties as assigned. 

COMPETENCIES

• Demonstrates knowledge of municipal government functions and practices.
• Demonstrates knowledge of recreation programs and park facilities.
• Demonstrates excellent analytical and problem-solving skills. 
• Demonstrates extensive knowledge of Windows, Microsoft365, Adobe Acrobat, web editing software, point-of-sale configuration, and other applications as necessary. 
• Demonstrates considerable knowledge of business English, grammar, arithmetic, office practices and procedures. 
• Demonstrates considerable skill in planning and organizing records and files. 
• Demonstrates the ability to set priorities, organize work assignments, and be productive with minimal supervision and direction. 
• Demonstrates an ability to maintain confidentiality. 
• Demonstrates an ability to effectively and courteously deal with the public and all levels of staff, including elected and appointed City Officials, in person and over the phone. 
• Demonstrates an ability to understand and respect the diversity of customers and co-workers, effectively communicating with individuals whose first language may be one other than English. 

MINIMUM QUALIFICATIONS

• Bachelor’s degree majoring in recreation or closely related field OR equivalent experience.

PREFERRED QUALIFICATIONS

• Experience planning and implementing Recreation Programming in a municipal setting.

PHYSICAL DEMANDS
The physical demands that are described herein are representative of those that must be met by an employee to successfully perform the essential functions of the job.  

Must have the ability to: 

1. Ability to occasionally lift and/or move up to 25 pounds.
2. Ability to sit for long periods of time, climb stairs, bend, stoop, reach, manipulate doors, windows, drawer and locks.
3. Ability to sit, talk, and listen for extended periods of time.  Specific vision abilities required include close vision and the ability to adjust focus.