Old School Square Operations and Events Coordinator
Department: Operations
Reports to: Exec. Director
FLSA Status: Exempt
Position Overview
The Old School Square Operations & Events Coordinator is a dynamic and highly visible role at the heart of Old School Square and the Downtown Development Authority (DDA). This position plays a critical role in coordinating campus operations, venue rentals, public events, board support, and organizational communications. We are looking for someone who thrives in a fast-paced environment, enjoys wearing multiple hats, and brings both precision and personality to their work. From greeting visitors in the office to managing complex event logistics, this individual serves as a key connector between residents, visitors, downtown businesses, property owners, city departments, and the OSS/DDA team. If you are highly organized, service-driven, collaborative, and passionate about creating vibrant community experiences in our “Village by the Sea,” this role is for you.
Key Responsibilities
Event & Venue Operations
- Manage and maintain the Old School Square and DDA master event calendars.
- Oversee the full venue rental lifecycle including inquiry tracking, venue tours, client communication, contract preparation, and event execution.
- Prepare and manage rental agreements, invoices, Banquet Event Orders (BEOs), and event documentation.
- Track payment schedules, generate deposit and balance invoices, and coordinate with finance to ensure timely processing.
- Create detailed site maps and event layouts for OSS and DDA-partnered events.
- Provide on-site operational support for all Old School Square and DDA events, including front-of-house management, volunteer oversight, and concert support.
- Assist with artist hospitality including band riders, green room setup, and vendor documentation.
- Create and manage vendor tracking and communication.
- Develop and maintain campus cleaning schedules aligned with event activity.
Administrative & Organizational Support
- Submit quarterly reports and prepare board materials related to Old School Square programming and events.
- Coordinate and track the Old School Square Fee Waiver process.
- Facilitate communication and ensure compliance with City departments, including SETAC applications and permitting requirements.
- Maintain organized digital event files and documentation within the shared drive.
- Maintain a clean, welcoming, and organized office environment.
- Serve as a professional and friendly first point of contact for guests and incoming calls.
Collaboration & Community Engagement
- Work closely with the OSS and DDA team and Board of Directors in a collaborative, transparent environment.
- Support brainstorming and creative planning efforts to activate and promote Downtown Delray Beach.
- Engage with residents, visitors, downtown business owners, and property owners to enhance event experiences and community partnerships.
- Assist in developing operational efficiencies, policies, and procedures to strengthen internal systems.
Qualifications
- Strong customer service orientation with advanced administrative and organizational skills.
- 5 or more Experience managing multiple projects in a high-volume, deadline-driven environment.
- Excellent written, verbal, and interpersonal communication skills.
- Professional work ethic with high accountability and attention to detail.
- Experience with database systems, event management platforms, and Microsoft Office.
- Ability to work collaboratively with executive leadership and board members.
- Understanding of local government structure and regulations (including Florida Sunshine Law) is a plus.
- Demonstrated ability to adapt to change and work effectively in a dynamic environment.
- Flexible schedule required, including evenings and weekends. Ability to remain calm, solutions-oriented, and professional in high-pressure situations.
About the Position
This is a full-time, salaried position within a public government organization offering:
- Salary Range: $60,000 - $65,000
- Comprehensive health insurance benefits
- Accrued paid time off
- Paid government holidays
- 401(k) retirement plan
- A collaborative, empowering, and mission-driven workplace
At Old School Square and the DDA, we believe in creating meaningful community experiences. We value passion, professionalism, accountability, creativity, and teamwork — and we take pride in cultivating an environment that is open, honest, supportive, and fun.
HOW TO APPLY:
If you meet these qualifications, please submit your professional summary of experience with references to the Downtown Development Authority via email by sending to info@downtowndelraybeach.com. If you have questions please call 561-243-1077.