SUMMARY

The Events & Facilities Coordinator plans, coordinates, and executes community events while managing reservations for Sunnyvale’s parks, pavilions, and facilities. Serving as a key contact for residents, community groups, and vendors, this role ensures events and park activities are organized, accessible, and enjoyable for all. The Coordinator works closely with Town staff to promote community engagement, streamline reservation processes, and maintain a welcoming experience. This position reports to the Parks Director.

ESSENTIAL FUNCTIONS - Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This list is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all functions and duties performed by incumbents of this class. Employees are required to be in attendance and prepared to begin work at their assigned work location on the specified days and hours. Factors such as regular attendance at the job are not routinely listed in job descriptions, but are an essential function. Essential duties and responsibilities may include, but are not limited to, the following:

• Coordinate, plan, and oversee Town-sponsored community events, ensuring successful logistics, scheduling, and execution.
• Manage the reservation system for Town parks, pavilions, and facilities; assist residents, organizations, and vendors with booking and scheduling.
• Serve as the primary point of contact for community groups, vendors, and residents regarding park reservations and event coordination.
• Maintain the Town’s event calendar and ensure timely posting of Town-sponsored and partner events.
• Maintain and update content on the Town’s main website page related to events, parks, and facility reservations.
• Collaborate with Parks staff and other Town departments to support events, programming, and facility use.
• Assist with the promotion of events and reservations through Town communication channels in coordination with staff.
• Support the Parks and Recreation Board, event committees, or subcommittees as assigned.
• Ensure compliance with Town policies, safety procedures, and permit requirements for events and reservations.
• Provide on-site support during major events, including set-up, vendor coordination, and troubleshooting.
• Prepare reports, schedules, and updates related to events and reservations for staff and leadership.
• Represent the Town at community functions, meetings, or other events as needed.
• Perform other related duties as assigned.

QUALIFICATIONS

Education, Training, and Experience Guidelines • Bachelor’s degree in recreation management, parks and leisure services, hospitality, event management, public administration, or a related field. • Two years of experience in event planning, parks and recreation programming, hospitality services, or related activities. • Prior experience coordinating community events, managing facility reservations, or working in parks/recreation or customer service is preferred. • An equivalent combination of education and experience may be considered. Knowledge, Skills, and Abilities: • Knowledge of event planning, logistics, and recreation facility operations. • Skill in coordinating community events, park reservations, and vendor relationships. • Strong organizational skills with the ability to manage multiple projects and deadlines. • Proficiency with Microsoft Office and design/event tools such as Canva or Adobe. • Knowledge of social media platforms to promote community events. • Ability to provide excellent customer service and maintain positive community relations. • Ability to communicate effectively, both orally and in writing, with diverse audiences. • Ability to plan, organize, implement, and effectively present ideas to Town Council, staff, and the public. • Ability to work independently, exercise sound judgment, and adapt to changing priorities.

SPECIAL REQUIREMENTS

LICENSE AND CERTIFICATION REQUIREMENTS A valid Driver’s License is required.

• Coordinate, plan, and oversee Town-sponsored community events, ensuring successful logistics, scheduling, and execution.
• Manage the reservation system for Town parks, pavilions, and facilities; assist residents, organizations, and vendors with booking and scheduling.
• Serve as the primary point of contact for community groups, vendors, and residents regarding park reservations and event coordination.
• Maintain the Town’s event calendar and ensure timely posting of Town-sponsored and partner events.
• Maintain and update content on the Town’s main website page related to events, parks, and facility reservations.
• Collaborate with Parks staff and other Town departments to support events, programming, and facility use.
• Assist with the promotion of events and reservations through Town communication channels in coordination with staff.
• Support the Parks and Recreation Board, event committees, or subcommittees as assigned.
• Ensure compliance with Town policies, safety procedures, and permit requirements for events and reservations.
• Provide on-site support during major events, including set-up, vendor coordination, and troubleshooting.
• Prepare reports, schedules, and updates related to events and reservations for staff and leadership.
• Represent the Town at community functions, meetings, or other events as needed.
• Perform other related duties as assigned