Special Events Coordinator

This job will stop accepting applications on Monday July 20 2026.

*To be considered please complete an application through the Citys website. Resumes sent via email will not be considered. general direction from the Parks & Facilities Superintendent the Special Event Coordinator leads the planning organization and execution of major City-sponsored and community events in Cibolo. This multifaceted role drives event success by securing corporate sponsorships managing budgets and designing marketing strategies. Key responsibilities include overseeing event logistics vendor contracting volunteer management and building strategic community partnerships. Additionally this position provides cross-departmental support for various City events and performs other related duties as assigned.

ESSENTIAL FUNCTIONS:

Essential Functions are not intended to be an exhaustive list of all responsibilities duties and skills. They are intended to be accurate summaries of what the job classification involves and what is required to perform it. Employees are responsible for all other duties as assigned.

1. Plan implement and evaluate major City-sponsored community and downtown events (e.g. Cibolofest Holiday Lighting/Parade Cibolo Summer Nights groundbreakings and the State of the City address).
2. Monitor and maintain event budgets prepare financial tracking reports and assist in collecting event billing charges.
3. Identify negotiate and execute community partnerships and sponsorship agreements ensuring all promised deliverables are met.
4. Continually evaluate event and program activities against established goals and adjust operations to better satisfy diverse community needs.
5. Oversee the on-site operational setup execution and tear-down of events serving as the primary point of contact for organizers vendors and city departments.
6. Coordinate operations between clients and service providersincluding caterers decorators stagehands audio-visual technicians and securityto fulfil facility requirements.
7. Communicate with vendors entertainers and contractors and assist in drafting agreements purchase orders and contracts.
8. Monitor track and maintain an inventory of special event equipment and supplies to ensure assets are securely stored and operationally ready.
9. Lead schedule train and prioritize duties for assigned part-time personnel cross-departmental project teams and event volunteers.
10. Conduct facility tours for prospective clients and meet with organizers to promote municipal venues for future conventions meetings and community functions.
11. Respond to inquiries and complaints from the public or stakeholders in a professional manner and speak to community groups to promote upcoming programming.
12. Coordinate the development design and distribution of promotional publications flyers and marketing materials to drive community awareness.
13. Ensure strict compliance with all health safety and city regulations by personnel and participants during events and maintain detailed documentation of any incidents.
14. Perform other related work duties or special projects as required or assigned.

KNOWLEDGE SKILLS AND ABILITIES:

• Knowledge of the principles practices and techniques used in planning organizing and executing large-scale community events municipal programs and facility operations.
• Knowledge of the basic principles of budget preparation financial tracking contract monitoring and revenue collection.
• Knowledge of marketing public relations and promotional strategies tailored for municipal events and community engagement.
• Knowledge of methods and techniques for securing corporate sponsorships managing donor deliverables and cultivating community partnerships.
• Knowledge of operational logistics including vendor coordination entertainment contracting and equipment asset management.
• Knowledge of relevant local state and federal health safety fire and licensing regulations governing public assemblies and special events.
• Knowledge of occupational hazards and standard safety precautions required for event setup physical teardown and crowd management.
• Skill in coordinating and directing multi-faceted event logistics including the scheduling of vendors decorators audio-visual technicians and security personnel.
• Skill in negotiating drafting and administering vendor agreements service contracts and sponsorship packages.
• Skill in communicating clearly and professionally both orally and in writing with city officials external stakeholders vendors and the general public.
• Skill in developing creative promotional materials flyers and publications to optimize community awareness and event attendance.
• Skill in using computer applications and software including Microsoft Office (Word Excel Outlook) and specialized event management or budgeting systems.
• Skill in analyzing post-event data and metrics to measure performance against goals and identify operational areas for improvement.
• Ability to plan organize and successfully execute multiple complex events simultaneously under tight deadlines and changing priorities.
• Ability to prepare monitor and strictly adhere to individualized event budgets while maintaining accurate financial tracking reports.
• Ability to serve as the primary authoritative on-site contact during events demonstrating strong problem-solving skills to resolve operational issues in real time.
• Ability to build and maintain effective collaborative working relationships with city departments community organizations business partners and coworkers.
• Ability to respond tactfully and professionally to inquiries complaints or complex customer service situations from the public and stakeholders.
• Ability to ensure strict compliance with all safety and regulatory standards during functions and accurately document any incidents or accidents.
• Ability to work a flexible schedule that routinely includes evenings weekends holidays and rotating shifts as dictated by event schedules.

MINIMUM QUALIFICATIONS:

• Bachelors Degree from an accredited college or university or three (3) years of experience developing coordinating implementing and evaluating special events; OR an equivalent combination of education and experience.
• Valid Texas Class C Drivers License

COMPENSATION:$24.80/hr. to $37.21/hr. (DOE). Full-time (40 hours a week).

This role includes an outstanding fringe benefits package which includes 100% fully paid employee health vision dental and life insurance generous retirement package 13 paid holidays plus 1 floating holiday 2 weeks of vacation and so much more!

If you have any questions please reach out to the People & Performance team at .

The above list of responsibilities is not exhaustive and the jobholder may be required to undertake other duties commensurate with the level of the role as requested by their chain of command.

This job description outlines the duties of the post as they were defined at the time it was written. Such duties may vary from time to time without changing the general character of the duties or level of the responsibility entailed. Such variations are a common occurrence and cannot in themselves justify a reconsideration of the grading of the post.

This job will stop accepting applications on Monday July 20 2026.