The Event Coordinator I supports the Town of Castle Rock's Special Events and Programs Division, working either in Facilities Operations or Rental Coordination. In Facilities Operations, the role handles facility upkeep, event setups and tear-downs, opening and closing duties, and purchasing needs for large-scale events. In Rental Coordination, the coordinator manages client leads and rentals for Town venues, coordinates logistics and vendors, processes payments and permits, and maintains reports. The position ensures events and rentals meet Town standards for safety, efficiency, professionalism and customer satisfaction, and may assist with hiring and training Event Assistants.

Responsibilities

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.
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.

Requirements

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