Event Coordinator I

This posting will remain open continuously until filled.

The Town of Castle Rock's future and the quality of that depend on the choices we make today. Do you want to be part of a team that make decisions that work now while preserving and protecting Castle Rock's identity and quality of life for the future? We value teamwork, cooperation, and quality communication. We strive to provide exceptional public service to our customers and encourage creativity and innovation. We welcome all that share those values to apply.

Essential Duties & Responsibilities:

When Assigned to Facilities Operations

• Perform facility upkeep and maintenance of event equipment, vehicles, and storage areas.
• Execute setups, conversions, and tear-downs for events independently or while directing Event Assistants.
• Lead opening and closing duties for large-scale events, ensuring operational safety and efficiency.
• Oversee facility readiness and cleanliness during events to maintain Town standards.
• Complete purchasing needs, including greenroom and supply acquisitions, at the direction of the Supervisor or Sr. Supervisor.
• Communicate effectively with supervisors and external partners to support smooth event operations.

When Assigned to Rental Coordination

• Procure, intake, book, and manage client leads for designated Town event venues (e.g., The Millhouse, Cantril School).
• Coordinate rental details, including staffing, vendor management, and on-site logistics.
• Review rental documentation (COIs, EAPs, diagrams) to ensure compliance with Town policies.
• Support the Special Event Permit process for external and partner events.
• Process payments for rentals, permits, and revenue.
• Compile and maintain reports, including 10-day event forecasts, monthly rental summaries, and profit/loss statements.
• Assist with hiring, training, and providing feedback for Event Assistants.
• Ensure events and rentals meet Town standards for efficiency, professionalism, and customer satisfaction.
• Performs other duties as assigned or required to support the success of the Special Events and Programs Division.

Minimum Qualifications:

An equivalent combination of education, training, and experience that demonstrates required knowledge, skills, and abilities may be considered.

Age Requirement: Must be at least 21 years of age

Education: High School Diploma or GED Equivalent

Experience: at least one (1) year of experience in event planning, administration, hospitality, recreation, or a closely related field; or an equivalent combination of education, training, and experience.

Licenses and/or Certifications Required:

• a valid Driver's License
• CPR/AED/First Aid Certification or the ability to obtain within 30 days of hire

Knowledge, Skills, and Abilities:

• Strong organizational, time management, and communication skills.

• Ability to work independently and collaboratively within a team.

• Adaptability to changing priorities and multiple concurrent tasks.

• Excellent customer service and relationship-building abilities.

• Proficiency with Microsoft Office Suite (Excel, Word, Outlook) and familiarity with project management software (e.g., Asana).

• Basic knowledge of event execution, logistics, and facility operations

• Ability to physically access a variety of event sites and perform hands-on operational tasks.

• Knowledge of event permitting and facility operations. Ability to work flexible hours, including nights, early mornings, weekends, and holidays.

• Ability to adhere to all Town purchasing and PCard polices.

• Ability to work flexible hours including nights and weekends

Physical Demands:

• Moderate to heavy physical work to include lifting, carrying, pushing and/or pulling of objects and materials up to 50 pounds
• Ability to exert heavy physical effort and frequent performance of activities requiring a full range of body movement including climbing, balancing, stooping, kneeling/bending, crouching, crawling, and/or twisting
• Frequent hand/eye coordination to operate tools and electrical equipment as well as for driving equipment and vehicles
• Vision for reading, recording and interpreting information
• Speech communication and hearing to maintain communication with employees and citizens
• Ability to physically access a variety of event sites

Work Environment:

• Works both indoors and out, and to withstand exposure to varying weather conditions

Equipment Used:

• This position may require the incumbent to occasionally use personal equipment (e.g. vehicle, cell phone, tools, etc.) in the course of their employment.

Must satisfactorily complete a criminal background and driving record check prior to commencing employment.

The Town of Castle Rock is an Equal Opportunity Employer.