Project Manager – Special Events, Permitting & Rentals

Job Description

Primary Purpose:
The City of Newton seeks an organized, collaborative, and customer-focused Project Manager to oversee public facility rentals, manage event permitting processes, help coordinate citywide special events, and support departmental projects and initiatives.

This position serves as a primary liaison between Director of Community Events, city departments, community organizations, vendors, volunteers, and residents to ensure successful and well-coordinated events throughout the community. The Project Manager will oversee facility rental operations, special event permits, and help manage the day-to-day administration of the office.

The ideal candidate enjoys working with people, excels at managing multiple projects simultaneously, and can effectively coordinate diverse stakeholders while maintaining a high level of customer service. The successful candidate will also possess strong technical aptitude and working knowledge of performing arts and event venues, including audio-visual systems, theatrical lighting, sound equipment, projection technology, and other event production infrastructure. The ability to communicate effectively with performers, production crews, technical contractors, and facility users to support successful event execution is highly desirable. 

Supervision:

• Supervision Received: Works under the direction of the Director of Community Events and Programs, following established department rules, regulations, and policies.
• Supervision Given: Provides direction and coordination to volunteers, event staff, vendors, renters, and community partners during assigned projects, events, and facility rentals. This position does not have formal supervisory responsibility for permanent employees.

Key Responsibilities:

Event Planning, Permitting and Project Support

• Utilize technical knowledge of performing arts centers to coordinate venue operations, including audio-visual systems, theatrical lighting, sound equipment, projection technology, staging, and other production infrastructure. Serve as a liaison with Newton Public School staff at the Newton Community Stage, technical contractors, performers, and facility users to ensure events are properly supported and venue systems are used safely and effectively.
• Assist with the planning, coordination, and implementation of citywide special events, community celebrations, and departmental projects from concept through evaluation.
• Support event logistics, scheduling, site plans, operational timelines, project tracking systems, and on-site event operations, including evenings, weekends, and holidays as required.
• Assist with the City's special event permitting process, including reviewing applications for completeness, coordinating permit reviews, maintaining records, and serving as a point of contact for event organizers.
• Coordinate with City departments, municipal partners, vendors, volunteers, and community organizations to support successful event delivery.
• Assist with post-event evaluations and recommendations for future improvements. 

Facility Rentals and Community Use

• Provide technical assistance and support the scheduling and permitting for users of city venues at 1294 Centre Street, Newton Community Stage, and City Hall War Memorial Auditorium.
• Process rental applications, agreements, permits, and related documentation.
• Serve as a liaison between renters, facility users, and City and school staff to support successful rentals and events.
• When necessary, be the on-site technical specialist during events scheduled by renters.
• Monitor facility uses and assist in resolving scheduling or operational issues. 

Communications, Community Engagement, and Administrative Support

• Assist with the development and distribution of promotional materials.
• Respond in a timely manner to inquiries from residents and prospective renters while maintaining event calendars and public information resources.
• Help recruit, coordinate, and support volunteers for special events and community programs.  
• Provide administrative support through registration management, recordkeeping, reporting, database maintenance, and other departmental operations.

Qualifications

• Two to five years of experience in event management, project coordination, recreation administration, municipal operations, customer service, or a related field.
• Strong customer service and interpersonal skills to work with diverse population.
• Strong technical aptitude for audio/visual equipment or the ability to learn the workings of these systems.
• Experience working with multiple stakeholders, community organizations, volunteers, and the public.
• Excellent organizational, interpersonal, and problem-solving skills.
• Strong oral and written communication skills, including correspondence, marketing materials, and public-facing communications.
• Ability to work independently and collaboratively in a team-oriented environment.
• Flexibility to work evenings, weekends and holidays as needed.
• Must have reliable transportation and ability to travel between multiple facility locations.

Preferred Qualifications

• Experience managing facility rentals or public-use spaces.
• Knowledge of special event operations and/or local government functions.
• Experience with permitting municipal facilities including, registration, permitting, or project management. Knowledge of NewGov software preferred.
• Knowledge of theater operations including A/V, lighting, sound, pianos and other resources

Work Environment
Work is performed under both typical office conditions and outdoor venues where the noise levels may vary depending on the type of program or event.

Has access to all department-level confidential information, which requires the application of appropriate judgment, discretion, and professional office protocols. 

Tasks require the ability to exert moderate physical effort, which may involve some lifting, carrying, pushing and/or pulling of objects and materials of up to 25 pounds. Tasks may involve extended periods of time at a keyboard, workstation or outdoor venues. 

Hours and Compensation

• Hours: May not exceed 1040 hours annually and must be willing to work evenings, weekends, and holidays as required for special events, rentals and community activities.
• Compensation: $21.50 to $23.25/hour, depending on experience

Performance Standard
Employees are expected to represent the City with professionalism, maintain facilities in a clean and safe condition, and ensure all rental groups comply with department rules and procedures.

(This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.)

Company Description

THE CITY:

The City of Newton is a wonderful place to live and work. Newton has safe and attractive neighborhoods, an excellent public school system, an active community life, multiple transportation systems, proximity to Boston and a well-managed and financially strong City government. The City of Newton has a population of approximately 88,900, with 32,600 housing units and occupies a land area of 18.3 square miles. Newton is principally suburban-residential in character. Unlike many other communities that are established around a single Main Street or downtown, Newton is comprised of thirteen distinctive villages. Newton has a diversified economic base with approximately 4,700 establishments employing approximately 79,500 people. Newton is special in many ways. It is home to a variety of private secondary and post-secondary schools including a portion of Boston College, Lasell University, William James College, Hebrew College, and the UMass Amherst – Mount Ida Campus.  The longest stretch of the Boston Marathon runs through the City, including the well-known Heartbreak Hill. Newton-Wellesley Hospital, part of the Mass General Brigham health care system, serves as an important partner to the City. In September 2018, Newton was again ranked #1 in Massachusetts as the best place to live and #12 in the U.S.

OUR GOVERNMENT:

Newton has what is known as a “strong Mayor” form of government with the Mayor having the executive and administrative powers of the City. The legislative branch is comprised of 24 City Councilors. Mayor Marc C. Laredo was sworn in on January 1, 2026 after serving on the City Council. The City of Newton was evaluated by Moody’s Investors Services in February 2020 and assigned its highest rating of AAA. Newton was thus well-positioned to weather the pandemic and economic downturn.

AS AN EMPLOYER:

The City of Newton believes that its employees are its greatest asset.  To that end, we are committed to supporting our employees by providing competitive wages and growth, a comprehensive benefits package which includes a defined municipal pension plan, quality health and dental insurance plans, generous paid leave benefits, paid holidays, and access to supplemental benefits such as deferred compensation, short term disability plans, flexible spending accounts, and other employee benefits.  We also provide access to an Employee Assistance Program and access to employee training and professional development opportunities.  We continuously work to review and expand upon our benefit offerings.  We encourage you to visit our Human Resources Department website to learn more about our organization and benefits which are available to our employees.  And as always, you are encouraged to reach out to our dynamic HR Team by emailing hr@newtonma.gov.

Human Resources Diversity Statement

We recognize our workforce is a source of strength that is vital to our ability to effectively serve the City of Newton’s diverse community. We will:

• Actively recruit, develop, and retain a diverse and talented workforce.
• Proactively address discrimination through education and in partnership with other departments and leaders.
• Serve as a role model to celebrate and nurture diversity.
• Foster inclusion by staying curious and clarifying assumptions.
• Evaluate and develop policies and practices that reflect the diverse nature of our workforce.
• Build and strengthen accountability at all levels to support diversity efforts.

The targeted salary range reflects what the City of Newton reasonably and in good faith expects to offer for this position at the time of posting, but the final salary determination may be within or outside this range based on various factors, including, but not limited to, experience, skills, education, and market factors. The range will be reviewed regularly and is subject to change.

Benefits

This is a non-benefited position