Event Coordinator

Job Title: Event Coordinator

Office Location: Harbor Management Offices

Reports To: Events Operations Manager

Summary: The Event Coordinator is a multi-faceted role responsible for planning, executing creative

ideas, managing logistical aspects, and overseeing outreach and communications for events for

HarborWalk Village. They are responsible for managing various communication channels to

effectively convey information and maintain positive relationships with merchants, vendors off

property sponsors, and supply chain partners. The Event Coordinator works directly with the Events

& Operations Manager in all aspects of the day-to-day operations of the Events/Marketing

Department.

Essential Duties and Responsibilities

Event Planning and Execution:

• Develop and implement creative strategies to enhance the overall guest experience.
• Coordinate logistics for events, including vendor management, scheduling, and budgeting, in collaboration with the Events & Operations Manager.
• Collaborate with the Events & Operations Manager to ensure seamless execution of programming and events.
• Assist in researching, planning, and executing day-of coordination for all HarborWalk Village events, including holiday activities, festivals, and weekly programming under the direction of the Events Operations Manager and in collaboration with the Brand Integration and Events Manager.
• Manage inventory and procurement of supplies for events and promotions.
• Conduct market research and analyze data to identify trends and opportunities alongside the Events team.
• Utilize the budget prepared by the Events & Operations Manager in event development and planning.
• Set up, execute, and break down all non-signature events in conjunction with the Events & Operations Manager.

Media, Outreach, and Communications:

• Outreach and communication with local groups, non-profits, military, volunteers, and contract labor for all events and programming.
• Develop and implement outreach strategies to engage with the local community and target audiences.
• Coordinate and attend community events and networking opportunities to promote HarborWalk Village.
• Monitor and analyze communication efforts to measure effectiveness and make data-driven improvements in conjunction with the Events team.
• Respond to inquiries and feedback from the community in a timely and professional manner.
• Assist with the coordination of public relations activities and media relations as instructed by the Director of Marketing and Events.
• Keep up-to-date with industry trends and best practices in outreach and communications.

Analysis and Reporting:

• Create After Action Reports and evaluate all events, including attendance, weather, demographic, revenue, and other relevant data.
• Responsible for event collateral distribution on-property to tenants and resort departments and to off-property community partners.
• Engage and recruit community partners for events as needed.
• Responsible for the collection, reconciliation, reporting, and invoicing of the monthly Harbor Bucks program.
• Assist in printing and preparing collateral for HarborWalk Village events and Emerald Grande departments.
• Organize, plan, and execute meetings with on-property staff to inform and educate on upcoming events and needs from applicable departments (i.e. security, merchant, outdoor maintenance) in conjunction with the Events & Operations Manager and Brand Integration and Events Manager.
• Other duties as assigned.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty with confidence. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and Experience Requirements

Bachelor’s degree in hospitality, business administration, marketing, communications, or another related field required. Experience in event management and execution a must.

Knowledge, Skill and Ability Requirements

Knowledge

• Good business sense
• Initiative, creativity, drive, and enthusiasm
• Outstanding interpersonal skills and attention to detail
• Ability to handle multiple requests and operational demands with a high degree of professionalism, operating often with time sensitive deadlines
• Ability to work a flexible schedule upon occasion, to include nights, weekends, and holidays

Key Competencies

Key Competencies include strong work ethic, negotiating and closing, attention to detail, relationship builder, multi-tasker, problem analysis and solving, excellent communicator, confidentiality, and integrity. Adhering to our Core Values includes being guest-centric, teamwork, respect, pro-active, accountable, learning, and sustainable.

Language Skills

Must be able to speak, read, write, and comprehend the English language. Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple and/or complex correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.

Mathematical Skills

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

Reasoning Ability

Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.

Other Qualifications

Availability Open and operational seven days a week. Employees are required to be available to workdays, nights, weekends, and holidays.

License Requirements Valid driver’s license that has been in effect for at least three years, with no major violations and no more than two minor violations in the past three years.

Rules and Regulations All employees must adhere to all safety rules and regulations required by local, State and Federal authorities, wear the appropriate personal protective equipment necessary to perform the job in a safe manner and will follow all safety rules per the Company’s Safety Policy.

Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit for long periods of time frequently; reach with hands and arms; talk and hear. The employee will stand; walk and stoop, kneel, or crouch. Specific vision abilities required by this job include close vision, color vision, peripheral vision, depth perception and ability to adjust focus. The employee must be able to lift 5-10 pounds regularly and heavier weights with assistance, upon occasion. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The physical environment requires the employee to work both inside in climate-controlled conditions, as well as outside in hot, cold, or inclement weather conditions.