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Vendor Coordinator Job Description

TANANA VALLEY STATE FAIR ASSOCIATION

Job Description Form

Job Title: VENDOR COORDINATOR

Coordinates with: Operations Manager

Job Scope: Year-round to include Fair Time and Off Season

To cycle between Part time and Full time as needed

Salary: $15.00 per hour (DOE)

JOB DUTIES:

  • Assist the public with the purchase of booth space, completion of lease agreements and payment of fees.
  • Responsible for all lease agreements, maps, and all documents associated with the lease agreements.
  • Coordinate lease agreement movement through office to Operations Manager, including bookkeeping.
  • Maintain contract files.
  • Work with Accountant to ensure that transactions are recorded accurately and that all Revenue Accounts are accurate.
  • Work to maintain positive relationships with all Vendors; office liaison to Vendors and their employees. Responsible for documenting all transactions and interactions with Vendors.
  • Know Lessee Rules and Regulations, policies and procedures, and implement or supervise implementation of policies as necessary.
  • Work with Facilities, Grounds & Maintenance Manager to ensure Fairgrounds are staked and ready for Vendor move-in before the Fair and that the Grounds and building are cleared by Vendors after the Fair.
  • Work with Facilities, Grounds & Maintenance Manager to provide accurate maps to Grounds, Security, Summer Office, First Aid, and others as needed.
  • Help facilitate all meetings regarding booth space rentals or Vendors.
  • Sales of vendor parking; responsible for coordinating Payment Distribution Receipts with prepaid parking and extra tickets/pass requests.
  • Coordinate all mailings, informational packets, ribbons, surveys and tickets necessary for Vendors.
  • Write and distribute vendor updates as requested by the Operations Manager.
  • Daily Vendor Newsletter creation and distribution during the Fair.
  • Coordinate Booth Theme Contest, including recruiting judges and obtaining ribbons and other prizes.
  • Ability to hire and train assistants as needed.
  • Must have a genuine interest in the well-being of the Fair.
  • Coordinate with Security the opening and closing of Borealis Pavilion each morning and evening of the Fair.
  • Handle Gross Sales reporting and compilation as they pertain to vendors.
  • Provide completed files (i.e. Budget, Evaluations) and suggestions for improvements (Wrap up report) regarding vendors to Operations Manager when required.
  • Prepare necessary reports for annual audit as needed for vendor information.
  • Other duties as assigned.
  • Serve on TVSFA Committees and attend Board Meetings as requested by the Operations Manager.
  • Serve as liaison between Facilities, Grounds & Maintenance Manager and staff involved with vendors.
  • Write newsletter selections regarding concessions as requested.

QUALIFICATIONS:

  • Excellent customer service
  • Experience working with diverse groups of people.
  • Experience in sales, working with detailed information.
  • Event planning & coordination.
  • Requires sense of humor, energetic personality, mature demeanor and pleasant attitude.
  • Ability to coordinate the concessions population of the Fairgrounds.
  • Be organized and have good attention to details.
  • Be a team player, self-motivated and able to work without much supervision (consistently exercise good judgment).
  • Willingness to be flexible and work under intense pressure at times.

EDUCATIONAL BACKGROUND:

  • High School Diploma or GED
  • College Degree preferred.

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