Curling & Event Center Coordinator

Salary : $59,113.60 – $73,881.60 Annually

Location : Chaska, MN

Job Type: Full-Time

Job Number: 23-00029

Department: Parks & Recreation

Division: Curling & Event Center

Opening Date: 10/11/2023

Closing Date: 10/29/2023 11:59 PM Central

FLSA Status: Non-Exempt

Reports To: Curling & Event Center Manager

Job Summary
This position is responsible for renting out spaces at the Chaska Curling & Event Center that includes a 6-sheet curling arena, player’s lounge, 300-person capacity event center, and adjacent outdoor park. The Curling and Event Center Coordinator works with internal staff and external clients to execute a range of high caliber special events such as weddings, corporate learn-to-curls, conferences, high school sports banquets, fundraisers, business meetings, celebrations of life, community events and more.

This is a Tuesday – Saturday position which requires weekends, some evenings and flexibility to meet the demands of events and programs.

Responsibilities

1. Work with a team of staff to provide high quality customer service and experiences at the Chaska Curling & Event Center (CEC). Identify and implement strategies for securing new and repeat clients.
2. Respond to requests for information by phone, email, and in-person; meet with potential clients making them aware of advantages of CEC as a special event site. Be able to anticipate the needs of internal and external clients. Communicate facility policies.
3. Have a current understanding, or demonstrate an interest, in the sport of curling to be able to engage with curling members and participants in addition to answering questions and renting ice to groups. Serve as a group instructor and assist with ice maintenance as needed based on season, facility needs, and staffing levels.
4. Utilize department software, ActiveNet, to reserve and issue facility rental permits, collect and process payments and refunds, and maintain details of events. Develop, complete, and maintain appropriate rental agreements.
5. Meet regularly and maintain open communication with those who need to be involved in the planning process and provide timely notification of necessary changes to account for things such as staffing levels, set-up, maintenance, etc.
6. Assist with the coordination and development of part-time staff in the execution of events and day-to-day operations.
7. Assist with the coordination of custodial/maintenance (internal or contracted services) to ensure successful event execution. Document and communicate damages.
8. Plan for the safety of visitors, staff, and facilities by following and enforcing all related policies and procedures in the planning and execution of events.
9. Work cross-functionally with other departments, providing special events expertise as required.
10. Work closely with on-site restaurant as the preferred food caterer and exclusive beverage provider for rentals. Update and maintain a list of recommended outside caterers and vendors for special events. Coordinate with rental group on their caterers and vendors regarding schedules and services for each event.
11. Support the development of special event policies; create facility rental guides and promotional materials for public use with Marketing Manager.
12. Performs all other related duties as requested or assigned.

Qualifications
Education and Experience

• Associate and four years’ experience in facility management, or hospitality industry OR
• Bachelor’s degree and two years’ experience in facility management, or hospitality industry
• Experience making curling ice and/or demonstrated ability to be trained
• Experience with the sport of curling or willingness to be trained to teach and assist with basic ice making tasks
• Proven success in a team environment; willingly cooperates with coworkers

Other Required Knowledge, Skills, and Abilities

• Use of technology: Microsoft Office applications, point of sale, registration software, internet, etc.
• Willingness and ability for flexible work hours, including evenings and weekends
• Excellent organizational skills, with high attention to detail. Ability to meet rigorous deadlines and to keep and maintain accurate records.
• Remain calm under pressure
• Be willing to both learn and teach
• Excellent written and verbal communication skills with the ability to work effectively with people of diverse cultural, economic, and ethnic backgrounds. Ability to attentively listen to others, asking for clarifying questions to gain a better understanding of the other person’s views and assumptions.
• Meet deadlines, honor commitments, come to meetings prepared and on time
• Ability to work in a fast-paced environment, able to analyze situations, responding quickly to deliver effective solutions
• Ability to develop, collaborate, and manage external relationships in a proactive and responsible manner
• Represent the City of Chaska in a professional and positive manner at all times

Equipment, Mental & Physical Demands
EQUIPMENT USED

• Curling items including brooms, sliders, stabilizers, cleaning mops, shovels, pebbler
• Computer
• Audio Visual Equipment (microphones, projectors, sound systems, etc.)
• Telephone
• Copier/Scanner/Facsimile Machine

MENTAL & PHYSICAL DEMANDS/WORKING CONDITIONS
Mental Effort

• Manage operations
• Plan, organize and analyze
• Communicate with staff and public

Physical Requirements

• Walking or standing over long periods of time
• Ice making to include walking on ice backwards with water backpack (pebble) on occasion
• Assisting with set-ups of tables, chairs, other equipment
• Lifting, carrying, or moving up to 25-60 lbs.

Working Conditions

• Occasional exposure to all weather conditions
• Occasional standing and working on ice
• Stationary desk work

City of Chaska offers a compete benefits package to full-time employees including

• Medical (H.S.A and HRA options)
• Dental
• Vision
• Flexible Spending Accounts – Medical & Dependent Care
• Long-Term Disability
• Basic Life and AD&D Insurance
• Voluntary Employee, Spouse & Dependent Life Insurance
• Nice Healthcare- Convenient Primary Care
• Critical Illness
• Accident
• Whole Life
• Employee Assistance Program (EAP)

Other Benefits Offered:

• 11 Paid and 2 Floating Holidays Per Year
• Paid Personal Leave (PPL)
• Pension through PERA – Employer Match
• 457B Tax Deferred Retirement Plan
• Chaska Community Center: Discounted Membership Rates
• Chaska Town Course: Discounted green fees and Merchandise
• Wellness Program/Workout on Duty

01

Please select your most applicable education.

• Have not earned a high school diploma or GED or working towards a diploma or GED
• High school diploma, GED or higher
• Associate Degree or higher
• Bachelor’s Degree or higher

02

How many years of experience do you have in FACILITY MANAGEMENT, HOSPITALITY, or a SIMILAR role

• Less than 2 years
• At least 2 years, but less than 4
• At least 4 years

03

Do you have previous knowledge or experience with the sport of curling? Select the answer that best fits.

• No knowledge, and I’m NOT willing to learn
• No knowledge, but I AM willing to learn
• Yes, I have some minimal knowledge of curling. I know what it is and maybe have seen it on TV but wouldn’t be able to tell you much about it.
• Yes, I have moderate-level knowledge of curling. I could participate in a conversation about it and know the basics, but wouldn’t be able to talk about the technical elements of the sport.
• Yes, I have significant/expert level knowledge of curling. I can explain the game and strategies and/or know ice making techniques.

04

How many years of experience do you have in customer service?

• Less than 1 year
• 1-3 years
• 4+ years

05

The typical schedule for this position is Tuesdays through Saturdays. There needs to be a willingness and ability for flexible work hours, sometimes including evenings and weekends due to events or programs. Please acknowledge your understanding of the hours noted above, in relation to the specified position needs.

• I acknowledge the need for a more flexible schedule, and am available to work the specified days/hours.
• I am not available to work the specified hours.

06

Do you have experience making curling ice?

• No experience, and am NOT willing to be trained
• No experience but AM willing to be trained
• Some experience, but would need to be retrained
• Significant experience making curling ice

07

Do you have experience with point of sale, and registration systems or databases?

• No experience with point of sale OR registration systems or databases.
• Some/minimal experience with ONE but not both
• Yes, some/minimal experience with BOTH
• I have significant experience with ONE, but not both
• Yes, I have significant experience with BOTH point of sale and registration systems or databases.

08

Are you able to lift, carry, or move items from 25-60 lbs?

• Yes
• No

09

This position involves making curling ice, instructing curling groups on the ice, and has significant customer service demands. This position will also be driving business to the Event Center and curling programs.

• I have read the job description. I understand and acknowledge the needs of the position and am on board with the requirements
• I have read the job description. I understand and acknowledge the needs of the position, but am unable or unwilling to do some of the required tasks.

10

If you selected that you are unable or unwilling to do some of the responsibilities in the job description, please explain.

Required Question