Operations Coordinator, Special Events

DEPARTMENT: Special Events

REPORTS TO: Director, Special Events

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.

Your role as Operations Coordinator, Special Events:

You will be primarily responsible for the coordination of logistical operations within the Special Events department, including planning, implementation, execution, set-up, breakdown, and staff scheduling of all special events. You will ensure all operational requirements are prepared and fulfilled, working with internal and external clients to meet event expectations.

All the responsibilities we will trust you with:

• Coordinates logistics related to all special events from an operational perspective including but not limited to all contracted events, game day events, off site events, membership events, public events and club events
• Works closely with Operations to coordinate all functions related to events including but not limited to cleaning, staffing, engineering, security, and transportation and parking
• Coordinates administrative tasks including but not limited to internal scheduling, vendor communication and invoicing
• Ensures all operational requirements as outlined in Event Orders and Production Notes are implemented, executed and fulfilled appropriately and correctly as communicated by each document from inception to completion
• Prepares event layouts and production notes to properly communicate event details with clients and internally
• Coordinates rentals and deliveries with the Loading Dock for special events
• Manages event inventory and storage to include maintenance and organization of event décor (vases, lighting, props, furniture, etc.) and event supplies (terraflor, etc.)
• Ensures Petco Park event spaces and services meet clients’ and guests’ expectations, and event spaces and areas are safe while identifying and ensuring removal of any safety hazards
• Participates in entire event planning cycle including but not limited to the creation of event schematics, addition of enhancements, client billing, client relations, staffing requests, invoicing and reconciliation. Responsible for event-day management of all events at Petco Park including but not limited to management of staff, facilities, load in, load out, vendors and catering
• Represents the Club in a positive and professional manner at all times
• Troubleshoots for clients throughout Petco Park events
• Other duties as assigned

Your areas of knowledge and expertise that matter most:

• Proficient computer skills including experience with MS Office products such as Word, Excel, Outlook, etc., and general knowledge of basic office equipment including copier, laser printer, telephone, and computer
• Possess strong communication skills, both written and verbal, and effectively work well with others in a collaborative, respectful manner
• Exceptional time management and organizational skills with capacity to handle high volumes of detailed work, multi‑task and manage projects on strict deadlines
• Maintain professional demeanor with a high degree of discretion, integrity, and accountability
• Maintain consistent, punctual, and reliable attendance

You will be required to meet the following:

• Must be at least 18 years of age by the start of employment
• 4-year Bachelor’s Degree, or education equivalent, preferably in Facilities Management or closely related field
• Minimum 3 years previous experience in Event or Business Operations
• Valid Driver’s License with a good driving record, subject to review
• Fluently bilingual in English/Spanish a plus
• Able to work flexible hours including evenings, weekends, holidays and extended hours as needed
• Able to travel as needed
• Minimum physical requirements: able to travel to and gain access to various…