Job Title: Coordinator, Events & Match Operations
Department: Operations
Reports To: Director of Operational Strategy - Venues & Events
Classification:  Full-Time

Position Summary:
The Coordinator, Events will play a crucial role in the planning, execution, and post-event analysis of a wide range of events hosted by Tampa Bay Sun FC, including significant game day activations. This position requires a highly organized, proactive, and detail-oriented individual with a proven track record in event management, preferably within the sports or entertainment industry. The Coordinator will be responsible for managing multiple projects simultaneously, collaborating with various internal departments and external vendors, and ensuring all events are executed seamlessly and to the highest standards.

Key Responsibilities:
● Event Planning & Logistics: 

     ○ Lead the coordination of assigned events from conception to completion, including but not limited to: fan activations, community events, corporate events, season ticket member events, press conferences, and special projects. 

     ○ Develop and manage event timelines, checklists, and run-of-shows.
     ○ Coordinate event logistics including venue setup, signage, audiovisual needs, catering, transportation, and staffing.
     ○ Work closely with the ticketing department for event access and guest lists.
     ○ Assist in budget development and tracking for assigned events, ensuring cost-effectiveness.

● Vendor & Stakeholder Management:
     ○ Serve as a primary point of contact for external vendors, negotiating contracts and ensuring timely delivery of services.       ○ Liaise with internal departments (e.g., Marketing, Sponsorship, Community Relations, Ticketing, Operations, Security) to ensure seamless event integration and communication.
     ○ Coordinate with facility management for event-day needs and logistical support.

● Game Day Responsibilities:
     ○ Pre-Game: Oversee and execute pre-game fan activations (e.g., fan zones, plazas, concourse activities), ensuring all elements are set up correctly, staffed appropriately, and ready for fan arrival.
     ○ In-Game: Monitor and manage in-game elements related to events, such as special presentations, half-time/intermission entertainment, and sponsor activations, ensuring adherence to the game script and timing.
     ○ Post-Game: Coordinate post-game activities, including fan exits, clean-up coordination for event areas, and securing assets.
     ○ Serve as a primary point of contact for event-related matters during game day, troubleshooting issues promptly and effectively.
     ○ Supervise event staff and volunteers during game days, providing clear instructions and ensuring tasks are completed efficiently.
     ○ Conduct walkthroughs of event areas before, during, and after games to ensure cleanliness, safety, and operational readiness.

● On-Site Execution (Non-Game Day):
     ○ Oversee on-site event setup, execution, and teardown for non-game day events, ensuring all elements run smoothly and according to plan.
     ○ Act as a lead on-site contact for vendors, staff, and attendees, troubleshooting issues as they arise.
     ○ Manage event staff and volunteers, providing clear direction and support.

● Event Promotion & Communication:
     ○ Collaborate with the Marketing and Communications departments to develop promotional materials and communication plans for events.
     ○ Assist in drafting event-related communications for internal and external audiences.

● Post-Event Analysis:
     ○ Conduct post-event evaluations, gathering feedback from stakeholders and attendees.
     ○ Prepare post-event reports, including attendance numbers, budget reconciliation, and recommendations for future improvements.

● Administrative & Other Duties:
     ○ Maintain accurate event records, databases, and files.
     ○ Stay informed of industry trends and best practices in event management.
     ○ Assist with other department initiatives and projects as assigned.

Qualifications:
● Bachelor's degree in Sports Management, Event Management, Marketing, Communications, or a related field.
● 3-5 years of progressive experience in event coordination or management, with a strong preference for experience within a professional sports organization, arena, or large-scale entertainment venue.
● Proven ability to manage multiple projects simultaneously in a fast-paced, dynamic environment.
● Exceptional organizational skills and meticulous attention to detail.
● Strong communication (written and verbal) and interpersonal skills.
● Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and event management software/platforms.
● Ability to work flexible hours, including evenings, weekends, and holidays, as dictated by the event and game schedule.
● Ability to lift and move up to 25 pounds as needed for event setup.
● A passion for sports and a deep understanding of the fan experience is highly desirable.

Key Competencies:
● Project Management: Ability to plan, execute, and close projects effectively.
● Problem-Solving: Proactive in identifying and resolving issues quickly and efficiently.
● Collaboration: Strong team player who can work effectively with diverse groups.
● Adaptability: Ability to adjust to changing priorities and unexpected challenges.
● Customer Focus: Dedicated to providing excellent service to internal and external stakeholders.

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.