Indian River County Board of County Commissioners

Venue & Event Manager

Vero Beach, FL (On-site)

Description Welcome, we are excited you are here. Take a peek at what our beautiful County has to offer - Indian River County Venue & Event Manager This position is a highly responsible administrative and operational position responsible for assisting with the overall management, supervision, and daily operations of County Parks and a primary focus on the Indian River County Fairgrounds. Working under the Parks Superintendent, the Facility and Special Events Manager will provide direct operational support, leadership, and exercise collaborative decision-making authority across park facilities, special events, and assigned park operations. The position requires strong leadership, organizational, and decision-making skills to manage Parks staff, coordinate events, oversee contractors, and maintain high standards of service for the public. The Facility and Special Events Manager coordinates with internal departments, external partners, and facility guests to ensure the smooth operation of venues and is responsible for contract administration, operational planning, staff oversight carried out at the Fairgrounds or other County Parks. Essential Job Duties Facility Management & Scheduling: Manage the Fairgrounds scheduling and Parks special event calendar, including facility rentals, events, and programs, while ensuring adequate coverage for all activities. Conduct regular safety checks and inspections of the venues, ensuring adherence to all safety protocols and regulations. Collaborate with Parks and Recreation liaisons for maintenance or repairs, submitting work orders, and tracking progress. Ensure that all operations align with established policies, procedures, and legal requirements. Staff Management & Training Supervise, train, and evaluate staff responsible for day-to-day guest services operations, ensuring they have the necessary resources to perform their duties efficiently. Develop and manage staff schedules, ensuring optimal coverage for facility operations and events. Provide ongoing training on policies, procedures, safety, and customer service to maintain a high standard of performance. Assist Parks Superintendent in employee performance reviews and coordinate with management on addressing any staff concerns or issues. Event Coordination & Hospitality Coordinate with event planners, contractors, vendors, and service providers to ensure smooth execution of all venue events and programs. Collaborate with local businesses and organizations to increase visibility and attract new vendors. Manage facility reservation bookings and logistics, ensuring timely preparation for scheduled events, including safety checks and compliance with regulations. Provide excellent customer service by interacting with event attendees, answering inquiries, resolving complaints, and ensuring an exceptional guest experience. Monitor event operations, ensure safety standards are met, and oversee hospitality efforts to guarantee high-quality service. Financial Oversight Process payments for facility rentals and program fees, ensuring timely deposits and accurate financial records. Maintain inventory of equipment and supplies necessary for operations, ensuring cost-effective purchasing and usage. Assist in tracking revenues and expenditures to ensure compliance with the approved budget. Process and track event-related expenses and income, helping with financial reporting as needed. Assist in the development of financial projections for each venue based on current marketing efforts. Customer Service & Community Engagement Serve as the primary point of contact for facility visitors, providing detailed information on programs, reservations, and special events. Handle inquiries, concerns, and complaints with professionalism, ensuring a positive customer experience. Monitor program enrollments, participant feedback, and provide reports to ensure continuous improvement and customer satisfaction. Documentation & Reporting Maintain organized records of facility operations, including event bookings, program attendance, employee performance, and financial transactions. Prepare and submit regular reports to the Director and Assistant Director on venue activities, financials, and promotional outcomes. Ensure that all documentation is processed accurately and within designated timeframes, including contracts, invoices, and reports. Technical & Equipment Management Operate and maintain various equipment, such as audiovisual systems, sound equipment, and maintenance tools, to support special events and programs. Utilize software tools for data management, scheduling, communication, and reporting to ensure efficient operations. Skills & Qualifications Proven experience in venue management, marketing, or hospitality, preferably in community or event settings. Strong understanding of marketing strategies, social media, and community engagement. Excellent organizational and communication skills. Ability to manage multiple projects and coordinate various stakeholders. Customer-focused with strong problem-solving abilities. Knowledge of facility safety standards and regulatory compliance. Ability to work independently and as part of a team. Typical Requirements Education And Experience Required: Bachelor’s degree in Recreation, Leisure Services, Business Administration, Hospitality, or a related field, supplemented by a minimum of three (3) years of experience administering recreation/hospitality programs and facilities, including two (2) years of supervisory experience. An Associate of Arts degree with a minimum of five (5) years of progressively responsible experience in Parks and Recreation programs/Venue Management, to include direct experience with venue programming, maintenance, operations, and facility management may be substituted for the Bachelor’s degree at time of hire. Under this provision, the Bachelor’s degree must be obtained within four years of date of hire. Licenses, Certifications, Or Registrations Required: Valid Florida Driver's license Required: Certified Park and Recreation Professional (CPRP) within one year of hire Required: Must obtain Crowd Management Certification within 30 days of hire. Knowledge, Skills, And Abilities CRM & Relationship Management: Skilled in using CRM tools to manage customer databases, track leads, and follow up with prospects. Ability to nurture relationships with clients, customers, and stakeholders to build loyalty and long-term engagement. Facility & Venue Management Skill and knowledge of all phases of venue/facility management and a basic understanding of recreation programming. Communication & Presentation Ability to make written and oral presentations to the public and staff about plans, programs, and budgets. Ability to communicate professionally and respectfully with staff, management, key stakeholders, and the general public. Collaboration & Teamwork Ability to work collaboratively with internal teams, external partners, and stakeholders to execute successful events. Ability to receive and implement feedback, coordinating efforts with departments such as sales or public relations. Event Coordination & Planning Ability to cooperatively plan programs, coordinate, and organize special events, appropriately staff the facility, and oversee third-party contracts and agreements for the benefit of residents and visitors. Computer & Software Proficiency Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and ability to learn Civic Rec (or similar scheduling/POS software), Munis, and Kronos. Leadership & Staff Management Demonstrated ability to direct, oversee, and motivate staff to achieve division goals. Adaptability & Flexibility Ability to demonstrate flexibility and teamwork in a recreational venue, accommodating both athletic and non-athletic programming, special events, and community/private facility rentals. Supplemental Information Environmental Conditions Must be able to work nights, weekends, and holidays. All Indian River County Parks and Recreation Staff are considered Essential Employees and must be available for assignments (pre- and post- declared and undeclared emergencies. This job description is not intended to be and should not be construed as an all-inclusive list of all the responsibilities, skills, or working conditions associated with the position. While it is intended to accurately reflect the position activities and requirements, management reserves the right to modify, add, or remove duties and assign other duties as necessary. This job description does not constitute a written or implied contract of employment. Job Description / Ada Acknowledgement ATTESTATION I understand that a qualified employee or applicant with a disability may be afforded a reasonable accommodation to perform the essential job functions of a position in compliance with the Americans with Disabilities Act. I have read the job description for the above position and understand the job duties, requirements, and responsibilities for the position. I attest that I am able to perform the essential functions as outlined in the job description either with or without accommodation. I understand that if I require accommodation, I will contact the Human Resources Department to request accommodation. If I have any questions about the job duties described in the above job description, I should discuss them with my immediate supervisor or a member of the Human Resources staff. I have discussed any questions I may have had about this job description prior to signing this form. __________________________ ______________________ Employees Signature Date __________________________ ______________________ Employees Name (Please Print) Employee Number This is a salaried position exempt from overtime pay. Exempt employees are provided four administrative leave days per calendar year in addition to vacation leave, sick leave, 11 paid holidays, and a personal day. Please review our benefits handbook at Indian River County Benefits