Vendor Coordinator

Tanana Valley State Fair Association (TVSFA) is pleased to announce an opening for a Vendor Coordinator! We welcome you to apply. TVSFA hosts the annual Fair and various year-round endeavors, supporting a huge variety of diverse Golden Heart community members.

At TVSFA, we strive to create an environment where the greatest people want to work, can turn their passion into their career, and are given an opportunity to realize their full potential. We look forward to receiving your application.

Position: Vendor Coordinator

Non-Exempt Classification

Wage $17+ DOE

Reports to: Association Operations Supervisor

ROLE & RESPONSIBILITIES SUMMARY:

Under general guidance of the Association Operations Supervisor, the Vendor Coordinator:

ESSENTIAL FUNCTIONS:

• Assists 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.
• Coordinates lease agreement for approval by Operations Supervisor.
• Maintains vendor contract files.
• Works with Accountant to ensure that transactions are recorded accurately, and that Revenue Accounts are accurate.
• Upholds positive relationships with all Vendors; acts as office liaison for Vendors and their employees, Facilities, and staff involved with Vendors.
• Responsible for documenting all transactions and interactions with Vendors.
• Knows all Lessee Rules and Regulations, policies and procedures, and implements or supervises implementation as needed; supports these elements through maintenance of written systems.
• Works with Facilities Supervisor to ensure Fairgrounds are staked and ready for Vendor move-in before the Fair and that the grounds and buildings are cleared by Vendors after the Fair
• Works with Facilities Supervisor to provide accurate maps to the Grounds Crew, Security, Summer Office, First Aid and others as needed.
• Facilitates or helps facilitate all meetings regarding booth space rentals or Vendors.
• Coordinates the Sales of Vendor parking; responsible for Payment Distribution Receipts with prepaid parking and extra tickets/ pass requests.
• Coordinates all mailings, informational packets, ribbons, surveys, and tickets necessary for the Vendors.
• Writes and distributes Vendor updates as requested.
• Responsible for Daily Vendor Newsletter creation and distribution during the Fair.
• Responsible for the creation and disbursement of the yearly Vendor Handbook, approved by the Operations Supervisor and Executive Director
• Assists in the hiring of Vendor Assistant; Hires and trains assistants as needed.
• Coordinates with Security for the opening and closing of Borealis Pavilion each morning and evening of the Fair.
• Maintains Gross Sales reporting and compilation as they pertain to Vendors.
• Provides completed files (Budget, Evaluations, and more and suggestions for improvements (including Wrap Up Report) regarding Vendors to Operations, Executive Director, and Board as required
• Prepares necessary reports for annual audit as needed for Vendor information.
• Upholds the annual budget for Vendor Program.
• Serves on TVSFA Committees and attends the Board Meetings as requested.
• Writes a newsletter regarding concessions as requested.
• Responsible for oversight of day-to-day Vendor duties.
• Works in tandem with other supervisors to oversee compliance to all safety requirements and regulations.
• May oversee some employees; makes decisions about scheduling/work assignments, and work procedures; resolves conflicts and trains new employees; tracks and measures staff performance for Supervisor’s review.
• Uses independent judgment in decisions affecting organization events and activities; makes recommendations and assists in the formulation of organization objectives, policies, and plans as they relate to the Vendor department.
• Ensures cleanliness, readiness, and safety compliance for Vendors.
• Works with other supervisors to ensure compliance to applicable organization policies and government regulations.
• Contributes to sustainability.
• Create and implement environmentally sustainable elements to Vendor systems and processes as opportunities arise.
• Coordinates resources to ensure safe, efficient, and profitable Vendor operations.
• Plans for the Vendors in facilities and on grounds for multiple large events year-round.
• Maintains updated, accessible files.
• Performs office work including documentation filing, computer duties such as Microsoft Suite, Teams, Excel, and Zoom.
• Represents TVSFA in a professional manner, including community events, sponsor/donor relations and others.
• Other duties and responsibilities as assigned.

REPORTS TO: The Facilities Supervisor will report to the Executive Director.

Knowledge, skills, abilities:

• Attitude - Must maintain a positive and productive work environment, requiring patience and respect to all team members; ability to multitask under distracting conditions without appearance of frustration; must be able to have a professional demeanor.
• Strong organizational ability – Demonstrates a systematic approach in carrying out assignments; must possess excellent organizational skills and ability to prioritize work to meet time-sensitive deadlines; approaches work proactively rather than reactively.
• Problem solving skills – Demonstrates a strong ability to identify, analyze and solve problems; ability to offer creative solutions or ideas.
• Intellectual ability – Accurately and consistently follows instructions delivered in an oral or written format.
• Flexibility & Adaptability skills – Ability to adapt to circumstances and consider new ideas.
• Experience – Understands how to work with diverse groups of people.
• Event planning and coordination – Must use organizational ability and understand elements of event planning.
• Teamwork skills – Willing and able to cooperate with team members so that all the team efforts align with the organization’s mission.
• Knowledge of computer and software including but not limited to Microsoft Suite and Zoom, knowledge of scheduling and cash handling.
• Mathematical ability – Ability to add, subtract, multiply, divide and basic sales math.
• Communication skills – Reads, writes, and speaks English.

SUPERVISORY RESPONSIBILITIES: Oversight of Vendors

WORK ENVIRONMENT: Variable work environment in an office setting and on fairgrounds; includes indoor and outdoor working conditions in variable temperatures.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to talk or hear; must be able to frequently stand, walk, and sit for prolonged periods; must be able to perform work in a variety of weather conditions; must be able to frequently lift and/ or move up to 15 lbs. Specific Vision abilities required by this job include close vision and distant vision.

POSITION TYPE AND EXPECTED HOURS:

Part Time to Full time, Weekdays, occasional weekend or overtime may be expected with remote possibilities

TRAVEL: Local area travel to businesses may be required on occasion; long distance travel on occasion (potentially once a year if desired for conference)

REQUIRED EDUCATION AND EXPERIENCE: Minimum of two years related work experience

Associates Degree preferred or combination of work experience and education

Tanana Valley State Fair Association seeks to provide equal employment opportunities to qualified applicants and identities to create a workplace where difference is valued because it forms a resilient and more innovative organization. We do not discriminate based on age, disability, gender identity, sexual orientation, ethnicity, race, religion or belief, parental and family status, or any other protected characteristic. We welcome applications from all candidates.

Job Types: Full-time, Part-time

Pay: $17.00 - $19.00 per hour

Benefits:

• Flexible schedule
• Parental leave
• Professional development assistance
• Tuition reimbursement

Schedule:

• 10 hour shift
• 4 hour shift
• 8 hour shift
• After school
• Choose your own hours
• Day shift
• Evening shift
• Monday to Friday
• No nights
• No weekends
• Weekend availability

Supplemental pay types:

• Bonus pay

Ability to commute/relocate:

• Fairbanks, AK 99709: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Negotiation: 1 year (Preferred)
• Purchasing: 1 year (Preferred)

Work Location: Hybrid remote in Fairbanks, AK 99709