Public Functions Coordinator

Public Functions Coordinator

Department: Visitor Services

Reports to: Visitor Services Director

Classification: Salary, Full-Time, Regular

Job Overview: The Public Functions Coordinator promotes a positive transformative guest experience, creating meaningful and memorable public events. The Coordinator leads the planning and coordination of all public Kingwood Center Garden events. The Public Functions Coordinator will work with all departments at Kingwood Center Gardens, select vendors, and our premiere catering team.The Custodial Team member provides high quality guest experiences of all indoor facilities through following daily cleaning regimes, meeting Kingwood’ standards of quality. They occasionally offer support to venue setup team members in setup/tear down of venues.

Duties and Responsibilities:

  • Collaborating with other Kingwood staff and departments, providing logistical oversight for all aspects of Kingwood public, donor, member, or volunteer events, staff parties, and vendor markets / shows
  • Assists in development, tracking, and reporting of budget related to public events and needed aspects of seasonal show
  • Communicates and coordinates event logistical and staffing details through weekly Visitors Services meetings, weekly event logistics meetings, and event /seasonal show specific planning meetings
  • Communicates professionally and thoroughly with vendors, catering, and Kingwood volunteers to assure proper planning for Kingwood events
  • Works with the marketing department to create event maps, set up diagrams, signage, and other event needs prior to the date of event
  • Issue invoices to vendors as needed and create comprehensive budget/ income reporting to directors as needed
  • Work alongside Kingwood’s on-site catering representative to ensure event needs are well planned and communicated
  • Cross trained in weddings & rentals to offer back up to the Venue Coordinator when needed
  • Works closely with the Set up and Janitorial Supervisor to help schedule set up crew staff as needed during public events.
  • All other duties as assigned


  • Proficient in Microsoft office Suite as well as ability to learn Blackbaud Altru operations management software
  • Experience with Sharepoint, one drive, and event management software is a plus
  • Must be able to communicate clearly with staff and the public
  • Ability to collaborate with persons of all ages, diverse backgrounds, skills, and abilities including staff, guests, and volunteers
  • Must be able to work outside in extreme weather conditions year-round
  • Must be physically fit, able to occasionally lift to 40 lbs
  • Ability to work a flexible schedule, including some evenings, weekends, and holidays
  • Follow all health and safety regulations


  • High school diploma required; bachelor’s degree preferred
  • 2 years of experience with public event planning required
  • Experience in a museum or cultural venue preferred
  • Must have a valid Ohio Driver’s License
  • Must pass a background check
  • Must pass drug test

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