Position Summary
The Coordinator, Special Events is a pivotal role responsible for maximizing the use of PNC Field beyond RailRiders game days through the successful booking, planning, and execution of third-party non-ticketed rentals and private events. Additionally, this position will be the primary liaison for all game-day entertainment, ensuring a dynamic, professional, and engaging experience for all fans. This role requires a blend of sales acumen, logistical expertise, and creative vision.
Key Responsibilities
I. Non-Game Day Event Coordination (Event Services)
- Sales & Booking: Actively prospect, solicit, and manage the rental of PNC Field facilities (e.g., club spaces, suites, field, concourse) for non-ticketed, private events, including corporate meetings, company picnics, private parties, banquets, and non-public group outings,parking lot rentals, etc.
- Client Management: Serve as the primary point of contact for all external clients from initial inquiry through event completion, ensuring a high level of customer satisfaction.
- Logistics: Coordinate all necessary logistics for booked events, including catering, staffing, security, audio/visual needs, setup, and teardown, working closely with internal departments and approved external vendors.
- Revenue Generation: Develop and implement strategies to meet or exceed annual revenue goals for non-ticketed rental income.
- Contract Management: Draft, negotiate, and manage rental agreements and contracts, ensuring compliance with all facility policies and regulations, including insurance and liability requirements.
II. Game Day Entertainment and Booking
- Talent Booking: Contract and manage all necessary game-day talent, including but not limited to, national anthem performers, color guards, ceremonial first pitches, pre-game acts, and between-inning entertainment (e.g., mascots, stunt teams, musical acts).
- Theme Night Support: Work closely with the Marketing and Promotions team to integrate booked entertainment seamlessly into theme nights and promotional activities.
- Fan Engagement: Assist in the execution of on-field contests, promotions, and interactive segments to enhance the fan experience and atmosphere.
- Budget Management: Manage the entertainment budget, ensuring cost-effective booking of high-quality acts and accurate expense tracking.
- Database Management: Maintain and grow a comprehensive database of local, regional, and national entertainment acts.
III. Administration & Operations
- Staffing: Coordinate staffing needs for all events (non-game day), including scheduling, training, and managing event staff/volunteers as required.
- Interdepartmental Liaison: Maintain strong communication with all RailRiders departments (Operations, Sales, Marketing, Food & Beverage) to ensure seamless event execution and adherence to brand standards.
- Compliance: Ensure all events adhere to safety regulations, ADA requirements, insurance policies, and MLB/Minor League Baseball operational standards.
Essential Qualifications and Skills
Education and Experience
- Preferred: Bachelor’s degree (BA or BS) in Sports Management, Hospitality, Marketing, or a related field. Exceptional candidates with equivalent professional experience will also be considered.
- Required: Minimum of 3-5 years of progressive experience in event management, facility sales, or sports entertainment production.
- Preferred: Prior experience in a professional or collegiate sports environment, particularly within the Minor League Baseball (MiLB) system.
- Required: Proven track record in B2B (business-to-business) sales, specifically related to venue rental or event services.
Core Skills and Competencies
- Sales and Client Relations: Exceptional verbal and written communication skills for professional correspondence, proposal development, and contract negotiation. Demonstrated ability to prospect and close sales leads for venue rentals.
- Event Logistics and Operations: Expert knowledge of event planning, production, and execution. High proficiency in budget management and financial tracking.
- Creative Entertainment Management: Proven ability to identify, book, and manage professional talent. A strong understanding of in-game presentation and creating a dynamic fan atmosphere. Knowledge of local bands, entertainers, and event vendors in the Scranton/Wilkes-Barre region is highly preferred.
- Work Environment: Must be highly organized, detail-oriented, and capable of managing multiple projects simultaneously under tight deadlines. Flexibility to work non-traditional hours, including evenings, weekends, and holidays, particularly during the baseball season and for booked events.
- Technical Proficiency: Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint) and experience with CRM (Customer Relationship Management) software is preferred.
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, sex, sexual orientation, age, disability, gender identity, marital or veteran status, or any other protected class.
