Community Relations and Destination Services Coordinator

Under general supervision, the Community Relations and Destination Services Coordinator provides administrative, visitor-services, financial, retail, grant, event, and marketing support for the Community Relations and Destination Services Department. The position coordinates work across Tourism, Main Street, Events, and Marketing and serves as a primary point of contact at the Welcome Center to support an accurate, welcoming visitor experience and the effective delivery of departmental programs.The following duties are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position if the work is similar, related, or logically assigned to the position.

• Coordinates departmental grant application and award-administration processes by communicating requirements and deadlines, scheduling meetings, preparing and routing documentation, maintaining records, and facilitating approved payments to ensure timely and consistent grant administration. 
• Serves as the primary point of contact at the Welcome Center by greeting visitors, responding to inquiries through multiple communication channels, and providing accurate information about Buda attractions, businesses, experiences, services, and events. 
• Maintains departmental calendars, databases, visitor-inquiry statistics, official records, and monthly, quarterly, and annual reports to support department operations, management decisions, and City Council reporting. 
• Supports departmental financial administration by monitoring budget activity, preparing purchase orders, coding and routing invoices, reconciling purchasing-card transactions, and maintaining required documentation in accordance with City procedures. 
• Processes and reconciles payments received from merchandise sales, event registrations, and sponsorships and prepares deposits to safeguard City funds and support accurate financial reporting. 
• Maintains merchandise, promotional collateral, and office-supply inventories by receiving, organizing, tracking, restocking, and distributing materials to support Welcome Center and departmental operations. 
• Fulfills online merchandise orders by verifying order information, preparing and packaging merchandise, arranging shipment, and coordinating customer pickup. 
• Provides administrative support by preparing correspondence and routine reports, entering and verifying data, processing mail, coordinating meetings, maintaining office resources, and organizing and retrieving records. 
• Prepares meeting agendas and supporting materials and records, drafts, and distributes minutes for public, staff, and event-related meetings to document decisions, assignments, and official actions. 
• Researches partnership, sponsorship, grant, program, and campaign opportunities to help identify resources and advance departmental initiatives. 
• Supports the planning and delivery of City and Main Street events by coordinating sponsor communications, promotions, registrations, materials, setup, onsite logistics, and post-event activities. 
• Aids in maintaining and updating City of Buda and Discover Buda webpages.
• Coordinates with employees, volunteers, vendors, businesses, community partners, grant recipients, and other City departments to exchange information, resolve routine issues, and support departmental programs. 
• Protects confidential and sensitive information and complies with applicable City policies, records-retention requirements, financial controls, purchasing procedures, safety practices, and brand standards. 
• Maintains regular and reliable attendance to support departmental operations and continuity of public service. 
• Performs other related duties as assigned.

Education and Experience:

• Bachelor’s degree in hospitality, tourism, marketing, communications, public administration, business administration, or a related field is preferred.
• Two (2) years of administrative, customer service, visitor services, tourism, hospitality, event, grant, retail, or closely related experience is required.
• An equivalent combination of education and experience that provides the required knowledge, skills, and abilities may be considered.

Special Qualifications:

• Must be available to work occasional evenings, weekends, and holidays for meetings and event support.

Knowledge of:

• Customer service and hospitality practices. 
• Standard administrative and office procedures, including records management and meeting support. 
• Basic municipal budgeting, purchasing, payment-processing, cash-handling, and internal-control practices. 
• Grant and sponsorship administration. 
• Point-of-sale, retail inventory, order-fulfillment, and merchandise-control practices. 
• Event planning and onsite operations. 
• Tourism, destination marketing, Main Street, and visitor-service concepts. 
• Website content management, email distribution, and social media platforms. 
• English grammar, spelling, punctuation, proofreading, and professional document formats. 
• Confidentiality, records retention, public-service ethics, and workplace safety practices.

Skill in:

• Providing courteous and responsive customer service through in-person, telephone, written, and electronic communication. 
• Preparing accurate correspondence, meeting minutes, reports, summaries, and public-facing content. 
• Using computers, point-of-sale systems, standard office equipment, and software applications. 
• Maintaining and reconciling financial, visitor, inventory, grant, event, and administrative records. 
• Planning and prioritizing multiple assignments, details, and deadlines. 
• Researching, evaluating, and organizing information. 
• Coordinating meetings, events, schedules, shipments, materials, and communications. 
• Using tact, diplomacy, sound judgment, and appropriate de-escalation techniques.

Ability to:

• Learn and communicate accurate information about Buda attractions, businesses, experiences, services, and events. 
• Interpret and apply City policies, grant requirements, purchasing procedures, records-retention requirements, and established work instructions. 
• Work independently within established guidelines and recognize when direction or approval is required. 
• Protect confidential, sensitive, financial, and nonpublic information. 
• Establish and maintain effective working relationships with employees, visitors, volunteers, vendors, businesses, community partners, public officials, and the general public. 
• Adapt to changing priorities, deadlines, event conditions, and service demands. 
• Collaborate across City departments to complete shared work. 
• Perform the essential functions safely and consistently, with or without reasonable accommodation.