TOURISM AND VISITOR CENTER COORDINATOR

Under general supervision of the Director of Administrative Services, the Tourism and Visitor Center Coordinator will assist in the day-to-day operations of the Civic/Visitor Center through welcoming all guests'/visitors to the city; assisting with the planning, organization and coordination of the Caldwell Main Street Program and promote tourism programs, community services/downtown revitalization projects and programs, and community facility reservations for the customers; assist with the set-up and tear down of activities and events; and may perform additional duties as required.

• Attention to detail and accuracy.
• The coordinator is responsible for the coordination of all meetings, internal/external events and public/private rentals held at City of Caldwell Civic/Visitor Center.
• Maintain accurate records/documentation of the Caldwell Civic/Visitor Center and Caldwell Main Street Program.
• Build positive relationships with visitors, downtown stakeholders, community members, agencies, civic organizations, and community partners.
• Manage all administrative aspects of the Main Street Program, including purchasing, record keeping, budget development, accounting, preparing all reports required.
• Advise downtown merchants’ organizations and the chamber of commerce on the Main Street Program activities and goals; help coordinate joint promotional events, such as festivals or business promotions, to improve the quality and success of events and attract people to downtown; work closely with local media to ensure maximum coverage of promotional activities; encourage design excellence in all aspects of promotion in order to advance an image of quality for the downtown.
• Is responsible for multiple aspects of facility operations including booking, contract preparation, billing, pre-and post-event inspections, inventory control, financial reporting, and the use of technology. This includes the supervision and coordination of assigned staff, oversight of all procedures, and troubleshooting problems. The coordinator attends to details to ensure each event operates smoothly and resolves any issues that arise prior to and during the event.
• Serve as the primary point of contact for prospective and current facility renters; respond to inquiries; check availability; provide information on services and spaces available; give tours; provide quotes; prepare contracts, process fees, keep renters informed of deadlines, and continuously communicates to ensure proper use of facility/equipment per City and/or Department policies and procedures.
• Maintains accurate and up-to-date records and files for all events prior to, during and after each event.
• Maintains a detailed master calendar and ensures communication of rental details to all required internal and external contacts.
• Supervises part-time staff, determines staffing needs, makes schedules and assignments, monitors performance and effectiveness.
• Maintains inventory of equipment and supplies; initiates requests for purchase of supplies and equipment; ensures proper maintenance and storage of all equipment and supplies; maintains inventory records.
• Resolves conflicts with schedules, equipment, space, supplies and furnishings.
• Insures a clean and well-organized facility which will require the coordinator to perform routine cleanup duties from time to time.
• Notify and communicate with appropriate city staff regarding event venue maintenance and repairs, scheduling and overseeing completion when applicable.
• Maintains and assists with the development of departmental budgets, maintains accounts receivable balances, tracks deposits and expenditures, and adheres to specific restrictions and invoice/receipt processing as outlined in the purchasing policies and guidelines.
• Conducts research and surveys to ensure competitive rental rates and renter satisfaction.
• As needed, provides onsite staffing and support to departmental programs and events.

Essential Job Functions

• SUPERVISORY RESPONSIBILITIES
  • This job has supervisory responsibilities in scheduling and managing part-time Facility/Special Event Attendants.
• EDUCATION & EXPERIENCE
  • An associate's degree from an accredited College or University is required, Bachelor's degree in Tourism, Hospitality, Facility or Event Management, or a related field is desired. A minimum of 3 years of supervisory experience in events, tourism, hotels & resorts, or a closely related field is required.
  • Work experience can be substituted for Education
• CERTIFICATIONS & LICENSES
  • Valid Texas Class C Driver’s License

Physical Demands

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• While performing the duties of this job, the employee is regularly required to stand; walk; talk or hear; use hands to finger, handle or feel, and reach with hands and arms. The employee is frequently required to stoop, kneel, crouch or crawl. The employee is occasionally required to sit and climb or balance. Walking involves frequent change of elevations, grades, slopes, composite surfaces and ability to step through and over items of varied size and shape. Must possess ability to quickly maneuver to avoid injury or prevent further damage to person or equipment from natural occurrences, toppling items and malfunctioning equipment. Frequent use of both arms and hands are required to perform functions that require positioning while fastening fixtures, furnishings, and equipment.
• The employee must regularly lift and/or move up to 25 pounds; frequently lift and/or move up to 50 pounds, and occasionally assist with lifting and/or moving more than 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.