Coordinator, Special Events Administration

DEPARTMENT: Special Events

REPORTS TO: Vice President, Special Event Sales

STATUS: Full-Time;
Non-Exempt

San Diego Padres Commitment:

The San Diego Padres are committed to creating a diverse and inclusive environment for our employees. We strive to create an environment for everyone by including perspectives from backgrounds that vary by race, ethnicity, religion, gender, age, disability, sexual orientation, veteran status, and national origin.

If you are not sure you’re 100% qualified but are up for the challenge – we want you to apply.

We believe skills are transferable and passion for our mission goes a long way.

You will oversee all department paperwork, including the management of all event invoicing and event settlements, and facilitating event contracts. This role requires excellent organizational skills with a strong attention to detail and an understanding of basic accounting and compliance practices. Active participation within the internal organization and external clients will be a key aspect of this position.

• Act as the department liaison/assistant on all aspects of organizing contracts and invoicing
• Partner closely with the SD Padres Accounting and Legal teams to ensure timely collections, reporting and contract compliance
• Manage the event paperwork for each contracted event, including the collection of event agreements, payments and insurance documents
• Manage the intake of approved contracts via Adobe Sign, and add to department tracker in order to maintain perfect organization
• Assist with the tracking of complex contract negotiations and the various stages of contract execution for a variety of large-scale event contracts and venue agreements
• Assist Event Managers with organizing invoices, tracking payments, and reporting of revenues earned
• Communicate outstanding insurance documents and payments in a timely manner
• Track and collect vendor payments specific to each event
• Collect ticketing, tour, parking and concessions reports
• Facilitate new vendor paperwork when necessary
• Assist with event settlements when needed
• Summarize contracts with key notes related to confirmed event details, as directed
• Manage venue and vendor contracts for partner venues and event spaces, which includes maintenance of agreements, deadlines, renewals, and marketing budgets
• Assist with purchasing needs for the department, as needed
• Represents the Club in a positive and professional manner at all times
• Other duties as assigned

• Proficient computer skills including experience with MS Office products such as Word, Excel, Outlook, etc., and ability to learn and master new software programs
• Possess strong communication skills, both written and verbal, and effectively work well with others in a collaborative, respectful manner
• Have a strong understanding of business accounting
• Exceptional time management and organizational skills with capacity to handle high volumes of detailed work, multi-task and manage projects on strict deadlines
• Have a basic understanding of insurance certificates
• Ability to understand and summarize a variety of contracts
• Facilitate opportunities across multiple departments
• Ability to multi-task and think in a creative manner
• Personable nature and professional demeanor with a high degree of discretion, integrity, respect and accountability
• Maintain consistent, punctual, and reliable attendance
• Bilingual in English/Spanish is a plus

• Must be at least 18 years of age by the start of employment
• Bachelor’s Degree or education equivalent, specific to Hospitality and Tourism, Event Industry, Business Administration, Accounting, or other closely related field
• Minimum 2 years previous experience in Event or Business Administration
• Proven experience with contract negotiations and vendor agreements
• Knowledge of basic accounting terminology and compliance practices, including invoicing, reporting, and reconciling payments
• Previous experience in the events business or as an office manager preferred
• Able to work flexible hours including…