Special Events Coordinator

About Us

Professionalism, mutual respect, and a sense of humor are traits we value and exhibit. We have built a community of professionals that place a high emphasis on integrity, trust, and a collaborative environment where understanding each other plays a significant role in positively impacting company culture. We have a deep professional commitment to providing our Team Members with exceptional employee experiences, learning opportunities, career progression, and a lot of fun.

The Car Park is a rapidly growing parking and transportation company that operates more than 500 locations within our portfolio across the United States. We leverage cutting-edge technology, supply legendary customer service, and provide best-in-class practices to our clients continuously. We are experts at meeting the unique needs of the markets we serve including hospitality, healthcare, events, municipalities, office, retail, and universities.

About the Role

This position will bridge the gap between the Human Resources and Special Events teams, while managing small scale implementations and being the point of contact for ongoing events and event staff. The role focuses on a variety of administrative and clerical duties related to scheduling, roster management, HR (onboarding, payroll, offboarding), and other general tasks in support of the Special Events division.

Responsibilities

• Provide real-time scheduling support and roster management for Special Events employees and communicate company/client policies and procedures.
• Design, produce, and maintain clear job-aids and SOPs to ensure consistent and effective work processes.
• Provide direct administrative support to leaders, including email correspondence, and generation and distribution of memos, letters, spreadsheets, forms, and schedules.
• Coordinate special events details including recruiting and roster updates, staffing needs, as well as potential time conflicts/situations that the day-of event manager should be aware of.
• Handle onboarding and offboarding obligations for employees such as scheduling and conducting interviews, ensuring prospective employees complete paperwork, hosting onboarding orientations, and completing necessary offboarding procedures.
• Oversee payroll for employees including verification of attendance, hours worked, pay adjustments, and pay rates, as well as distribution of that information to your supervisor in the form of a weekly payroll report.
• Prepare weekly invoicing.
• Collaborate with various departments such as Recruitment/HR to ensure hiring needs are met.
• Attend weekly meetings with the Special Events team to discuss upcoming events.

Requirements

• At least 3 years of experience in a high-level administrative position, operations coordinator, project coordinator, or similar business-related position.
• At least 1+ year of experience leading process improvement and process documentation, serving as a subject matter expert, or supporting implementations.

Skills

• Previous experience in events, scheduling, and roster management.
• Ability to multitask between various projects and event obligations.
• Experience with payroll and scheduling software.
• Strong Excel skills, knowledge of Teams, particularly QuickBooks, Smartsheet, and project management software.
• Original thinking and creativity; ability to meet challenges with resourcefulness.
• Highly organized with the ability to meet deadlines consistently and work independently while being a positive contributor to the team.
• Clear, informative, and effective written and verbal communication.
• Work with integrity and ethics; uphold organizational values.
• Continually learn, develop strategies, seek advice from others, and think critically to solve problems and overcome obstacles.
• Treat others with respect and consideration, accept responsibility for your own actions, and follow through on commitments.

Benefits

• 18 days of PTO (Recharging your Battery).
• Paid Parental Leave.
• Volunteer Time Off (VTO).
• Paid holidays.
• Bereavement leave.
• Medical, Dental, Vision.
• Flexible and health spending accounts.
• Short-term disability.
• Critical illness and accident benefits.
• Life insurance.
• Tuition reimbursement.
• 401(k) and more are available to eligible Team Members.
• Opportunity to work with a genuinely awesome team of co-workers.