Administrator, Events and Park Services Ops

Job Summary

The Administrator, Events and Park Services Operations performs advanced administrative and business operations work in planning, coordinating, and administering Port wide events and event related business processes.

About the Role

This position will work with the Manager, Park Services and Events and management team on event operations, budget administration, scheduling strategy, vendor coordination, and cross-functional operational planning and execution.

Essential Functions

• Independently plans, administers, and coordinates internal and external Port-wide events execution from booking through post-event closeout, including development of event plans, layouts, timelines, and operational requirements.
• Serves as the primary administrative point of contact for assigned events and exercises discretion in coordinating event requirements, business terms, and operational needs with clients and internal stakeholders.
• Acts as the official liaison to event partners, vendors, clients, and internal departments before, during, and after events to resolve operational and administrative issues.
• Maintain effective working relationships with Senior Management and various departments including Government and Strategic Communications, Facilities, Human Resources, Finance, and Public Safety and Security to coordinate event operations and resolve business and operational issues.
• Plans and leads events meetings as needed, prepares agenda, facilitates discussions, documents action items, and follows through on key operational issues.
• Conducts site inspections and evaluates venue layout, event flow, operational feasibility, and resource requirements; recommends solutions to support safety, service, and business objectives.
• Serves as communication liaison between clients, vendors, and CPA staff and independently resolves routine event-related business and operational issues withing delegated authority.
• Creates event-related content and coordinates with appropriate departments and ensures timely, accurate public-facing event information.
• Ensures event-related information is current and aligned with agency standards and operational requirements.
• Captures event-related information and coordinates with emergency services entities and internal departments regarding event operational plans to help ensure events meet health, safety, operational, and business standards.
• Coordinates event promotion efforts with internal stakeholders and external partners as appropriate.
• Administers and coordinates event permit processes and related approvals, ensuring appropriate documentation, routing, and compliance with established procedures.
• Responds to inquiries regarding event availability, requirements, and procedures and escalated significant issues when appropriate.
• Administers and coordinates the work of contractors, vendors, caterers, and partners for Port-wide special events and evaluates vendor performance and service needs.
• Develops, recommends, and implements improvements to event planning, scheduling, administrative workflows, and operational processes.
• Captures event-related activity calendars and prioritizes scheduling affecting Port-wide event operations.
• Administers and maintains agreements for Special Events and Catering/Food Trucks, including scheduling coordination, compliance tracking, and business terms administration.
• Administers Jetty Park Beach Ceremony permits processes, scheduling, and related documentation.
• Leads and coordinates the Jetty Park events committee, including planning priorities, communication, and follow-up on operational matters.
• Serves as an active member of the Captain’s Council in support of employee events and related planning efforts.
• Manages venue calendar coordination, event scheduling priorities, and related communications to ensure efficient event operations and stakeholder awareness.
• Prepares and analyzes financial and operation reports related to event sales, bookings, utilization, revenue, and profitability, and identifies trends and areas for improvement.
• Negotiates event-related business terms, service arrangements, and contract details withing delegated authority and in coordination with management as needed.
• Makes recommendations to clients and management regarding event budgets and cost-effective alternatives.
• Monitors, administers, and assists in the development of event budgets; communicates budget impacts to clients and management.
• Administers client invoices and related purchasing processes for events and ensures timely financial processing in accordance with CPA procedures.
• Reviews deposits, reconciliations, and balances due to CPA and coordinates with Finance regarding outstanding payments and related issues.
• Prepares cost estimates and recommendations based on vendor proposals, event objectives, and budget constraints.
• Prepares sales orders, estimated cost sheets, and related financial documentation by entity and/or vendor.
• Ensures invoices are reviewed, processed, and submitted timely in accordance with established practices.
• Provides financial and operational reporting, analysis, and recommendations as requested.
• Coordinates revenue closeout activities, verifying sales-related information, follows up with Finance as needed.
• Performs special projects and related assignments as needed.
• Solves or assists in resolving client and guest issues that may arise and determines appropriate follow-up or escalation.
• Supports and helps ensure high-quality customer service experience for clients and guests.
• Coordinates responses to public event-related comments or inquiries consistent with agency practices and communication standards.
• Maintains designated event-related communication channels and ensure timely responses and follow-up.

Minimum Qualifications

• Bachelor’s degree in Hospitality, Event Management, Business Administration, Public Administration, Communications, or a related field; equivalent combination of education and progressively responsible experience may be considered.
• Three (3) to five (5) years of progressively responsible experience in event operations, business operations, hospitality administration, or related field.
• Experience administering budgets, contracts, operational processes, and cross-functional projects.
• Demonstrated ability to exercise discretion and independent judgement in coordinating business and operational matters.
• Excellent communication and interpersonal skills.
• Excellent planning and organizational skills.
• Proven experience in project management.
• Business and financial acumen; experience managing budgets.
• Computer literacy and working knowledge and experience with Microsoft Office to include Outlook, Word, Excel, and PowerPoint.
• Experience in AutoCAD or participate in training within one year from hire date.
• Licenses / Certification Required: Valid Florida Driver’s License or ability to obtain within 30 days Food Safety Certification or obtain one year from hire date.
• Physical Requirement: Tasks require the ability to exert light physical effort in sedentary to light work Ability to lift up to 30 pounds.
• Environmental Requirements: Most of the time will be spent indoors, occasional outdoor events 7 day a week operation: Must be able to work varying shifts, evenings and holidays.