Coordinator, Special Events Administration

The San Diego Padres are hiring a Coordinator, Special Events Administration to support the Special Events department. This role oversees event paperwork, invoicing, settlements, and contract facilitation while coordinating with internal teams and external clients to ensure compliance and timely collections.

• Serve as department liaison/assistant for organizing contracts and invoicing
• Partner with Accounting and Legal to support collections, reporting, and contract compliance
• Manage event paperwork for contracted events, including agreements, payments, and insurance documents
• Process approved contracts via AdobeSign and maintain department tracking/organization
• Track contract negotiations and stages of execution for large-scale event contracts and venue agreements
• Support Event Managers with invoices, payment tracking, and revenue reporting
• Communicate and follow up on outstanding insurance documents and payments
• Track and collect vendor payments by event; facilitate new vendor paperwork as needed
• Collect ticketing, tour, parking, and concessions reports
• Assist with event settlements and summarize contracts with key event details
• Manage venue and vendor contracts for partner venues, including deadlines, renewals, and marketing budgets
• Assist with department purchasing needs and represent the Club professionally
• Perform other duties as assigned

• Proficiency with MS Office (Word, Excel, Outlook) and ability to learn new software
• Strong written and verbal communication skills; collaborative working style
• Understanding of business accounting, invoicing, reporting, and reconciling payments
• Excellent time management and organizational skills; ability to handle high-volume detailed work and strict deadlines
• Basic understanding of insurance certificates
• Ability to understand and summarize a variety of contracts
• Minimum 2 years of experience in Event or Business Administration
• Proven experience with contract negotiations and vendor agreements
• Bachelor’s degree (or equivalent) in Hospitality/Tourism, Event Industry, Business Administration, Accounting, or related field
• Bilingual English/Spanish is a plus
• Must be at least 18 years old by start date
• Valid driver’s license with clean driving record (subject to review)
• Ability to travel as needed and meet physical requirements (access ballpark areas; lift/transport up to 50 lbs)
• Must pass post-offer pre-employment requirements including background check and drug screen

• Full-time, non-exempt position
• Flexible hours required, including evenings, weekends, holidays, Padres home/road games, special events, and extended hours as needed
• Benefits may include Medical, Dental, Vision, 401(k) with employer match and Safe Harbor contribution, life insurance options, pet insurance, PTO and holidays, paid employee parking, onsite barista service, game tickets, onsite experiences, ballpark discounts, and smart casual dress code (subject to eligibility)
• Work from home Fridays during the off-season and when the team is on the road
• Eligible for a compensation plan if goals are achieved