Event Coordinator

Job Description

Job Description

GENERAL SUMMARY:

This is a part-time, casual position within the Department of Public Works. The individual in this role will oversee events at Ypsilanti parks and the Freighthouse, including but not limited to weddings, craft fairs, and various private and public functions. The Event Coordinator is responsible for opening, monitoring, and securing the facility before, during, and after each event. Duties include enforcing event policies, monitoring and restocking supplies as needed, and ensuring the overall safety and functionality of the venue. Occasionally, the Event Coordinator may also assist with similar responsibilities in City parks, provide tours of the Freighthouse and parks, and respond to scheduling or venue inquiries from prospective renters. This position requires a flexible schedule, with an expected workload of 10–30 hours per week, primarily on weekends. Weekly hours may vary depending on seasonal demand and the operational needs of the department.

PRINCIPAL DUTIES:

• Welcome and engage with the onsite point of contact during events
• Interact professionally and courteously with coordinators, renters, vendors, guests, and the public to ensure exemplary customer service
• Complete pre- and post-event checklists to confirm facility readiness and accurate inventory levels
• Conduct inventory of tables and chairs before and after events
• Coordinate event layouts, including lighting, loading and/or unloading, and maintaining accessible fire exits
• Secure the facility
• Respond to facility-related inquiries during events
• Monitor and restock restroom supplies throughout events
• Enforce policies governing facility use
• Ensure adherence to safety rules, policies, regulations, and procedures by renters, vendors, and the public
• Monitor airflow during summer months to optimize visitor comfort
• Perform other duties as assigned

QUALIFICATIONS, KNOWLEDGE, SKILLS AND ABILITIES

Experience, training, or education to provide for the following knowledge, skills and abilities:

• Possess and maintain a valid driver's license
• Ability to operate City vehicles between multiple park locations and city facilities
• Knowledge of hospitality, catering, and/or event management, and/or community development highly preferred
• Detail oriented and high degree of attentiveness required
• First Aid CPR certification or ability to obtain certification within 90 days of hire
• ServSafe Certification preferred
• Knowledge of kitchen appliances and other equipment used to safely store and prepare food
• Great customer service focus
• Ability to communicate with a wide variety of people accurately and clearly

PHYSICAL DEMANDS

The physical demands characterized here epitomize those that must be met by an employee to properly perform the integral functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

In order to properly perform the integral functions of this job, the employee is occasionally required to: stand or walk and stoop or kneel. Frequently, the employee is required to sit. It is crucial to the outcome of job tasks that the employee is able to: talk or hear; use hands to finger, handle, or feel; and reach with hands and arms extensively.

The employee in this classification will be required to frequently lift objects of up to 10 pounds in weight. Occasionally the employee will have to lift/move objects of up to 25 pounds in weight. Vision requirements for this position include close vision and the ability to adjust focus.

WORKING CONDITIONS

This position involves working in a mix of indoor and outdoor environments. Indoor areas are heated during the winter and are not air-conditioned in the summer, and typically have a moderate noise level. Noise levels may increase during events due to amplified sound, large crowds, and general activity.

The role requires working on a variety of walking surfaces, which may be uneven both indoors and outdoors. Outdoor work may include unpaved, grassy areas and exposure to varying weather conditions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.