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Special Projects Coordinator

Newton County Board of Commissioners

Listing Summary

The purpose of this classification is to coordinate special projects and events for the County.  Incumbents in this classification primarily coordinate event and rental activities at Gaither’s at Myrtle Creek Farm, but also coordinate filming projects in County facilities, and other special projects and events as assigned.

Essential Functions:

The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

Develops, coordinates, and implements special events at Gaither’s at Myrtle Creek: creates and develops theme, design, and schedule of events; designs event flow, layout, and crowd control, etc.; creates and manages event budget, including identifying and securing granted funds; and monitors expenditures to ensure compliance with approved budgets.

Coordinates pre-event, event, and post-event activities: creates marketing materials; coordinates third party service contractors, including bid preparation and selection; gathers, purchases, and installs decorations, materials, and supplies; obtains appropriate licenses and permits; monitors event activities to ensure safety and smooth operation of event; troubleshoots questions and problems during event; and participates in and monitors participates and monitors tear down and clean up after events.

Manages rented space and performs sales activities: monitors event calendar, available space and dates, pending and signed contracts, and other sales activities; conducts facility tours; negotiates contracts and books rentals; receives and processes deposits and payments; coordinates and/or assigns load-in and move-out areas and times, support equipment, staffing, etc.;  ensures adequate spacing and timing of events to allow for set-up and tear-down; ensures fulfillment of negotiated contracts; and provides technical expertise, advise, and direction.

Coordinates filming projects, such as motion  picture,  television  and  photographic  productions: builds relationships with industry representatives; identifies and recruits filming projects and represents County’s interests; coordinates site tours and plans itineraries for industry representatives; prepares and provides information materials; books projects; negotiates and ensures fulfillment of related contracts; and ensures processing and approval of required applications, permits, fees, etc.

Coordinates advertising and marketing campaigns for the facility, to include website and social media marketing; develops partnerships with local media to obtain positive public relations; coordinates marketing, branding and publicity functions; coordinates media placement and purchase; develops scripts, graphics, etc.; and maintains related documentation and records.

Provides progress and activity reports to Chairman of the Board of Commissioners: conducts assessment and evaluation of events, sales, marketing and related work assignments; prepares progress, activity, and financial reports; and develops recommendations for improvements and modifications.

Performs general customer service, pubic relations, and administrative duties: receives and responds to inquiries, concerns and complaints of citizens regarding area of assignment; attends and participates in various meetings and on various committees; answers the telephone; processes invoices; prepares reports and correspondence; copies and files documents, etc.

Processes a variety of documentation associated with department/division operations, within designated timeframes and per established procedures: prepares, completes, receives, reviews, processes, forwards or retains, as appropriate, various  forms, reports, correspondence, and other documentation; compiles data for further processing or for use in preparation of department reports; and maintains computerized and/or hardcopy records.

Operates a personal computer to enter, retrieve, review or modify data, utilizing word processing, spreadsheet, database, presentation, Internet, e-mail, or other software; and operates general office or other equipment as necessary to complete essential functions.

Communicates with supervisor, other County employees, vendors, third party service contractors, the public, film and television industry professionals, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.

Additional Functions:

Performs other related duties as required.

Minimum Qualifications:

Bachelor’s Degree in Marketing, Public Relations, Communications, or a related field required; supplemented by five years of experience in event planning, public relations, marketing, or related field; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.

Specific License or Certification Required: Must possess and maintain a valid Georgia driver’s license.

Specific Knowledge, Skills, or Abilities: Must be able to demonstrate proficiency in performance of the essential functions and learn, comprehend, and apply all County or departmental policies, practices, and procedures necessary to function effectively in the position.

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