Vendor Coordinator

Salary: $37.77 - $51.70 Hourly
Location : Various Parks Tacoma locations, WA
Job Type: Career Full-time Non Represented
Department: Parks and Recreation
Opening Date: 04/23/2025
Closing Date: 5/4/2025 11:59 PM Pacific

Job Description
THIS OPPORTUNITY IS OPEN TO CURRENT PARKS TACOMA EMPLOYEES ONLY

Based on our internal equity review process, the starting hourly wage for this position will be $37.77
To allow for growth and salary progression the full hourly range is $37.77 - $51.70. Employees will have the opportunity to move through the posted range based on annual performance reviews and merit increases.

Work where you play!Join our team at Parks Tacoma to put your skills to use serving your community and making Tacoma a vibrant, healthy, and welcoming place to live.
Who We AreParks Tacoma is a CAPRA-accredited and AZA-accredited, independent park district that leads efforts to build a healthy, sustainable community. Located in Tacoma, Washington, Tacoma Parks' mission is to create healthy opportunities to play, learn, and grow. The independent park district spans the city providing a wide range of life-enriching destinations and services, including 70+ parks, 80+ miles of trails, 1,000+ acres of urban forest, 66 playgrounds, four community centers, Point Defiance Zoo & Aquarium, Northwest Trek Wildlife Park, Point Defiance Park, and much more. Our work is guided by eight core values that are the foundation of our actions and goals: innovation, excellence, equity, inclusiveness, sustainability, accountability, safety, and fun.
Why You'll Love it HereCome work where you play! You will contribute to the overall vitality and well-being of your community when you work for Parks Tacoma, and you'll do so as part of a supportive team of committed, passionate, and mission-driven professionals. The people of Parks Tacoma are the key to its success, and you just might be the next great addition to our team. You'll receive a competitive wage, along with an attractive benefits package, including medical, dental, retirement, vacation, holidays, and much more. On top of that, you'll wake each day knowing that you're helping make Tacoma a great place to call home.

Position Information
Under the direction of an assigned supervisor, the Vendor Coordinator supports vendor procurement and management for both regional events and community-based programming. This role will be responsible for identifying, recruiting, and coordinating vendors, including food, merchandise, arts & crafts, and entertainment, to ensure a diverse and engaging event experience. The ideal candidate will have experience in vendor procurement, contract negotiation, and event logistics, with strong relationship-building skills to maintain a thriving vendor network.

In the performance of their respective tasks and duties all employees are expected to:

• Perform quality work within deadlines with or without direct supervision.
• Interact professionally with other employees, customers and suppliers.
• Work effectively as a team contributor on all assignments.
• Work independently while understanding the necessity for communicating and coordinating work efforts with other employees and organizations.
• Observe applicable safety requirements, use safety equipment provided, implement appropriate safety practices at all times and report immediately any unsafe working conditions or hazards.

Essential Duties

Vendor Procurement & Selection:

• Identify, recruit, and curate a diverse range of vendors, including food, merchandise, arts & crafts, and entertainment.
• Assist in the development and distribution of Requests for Proposals (RFPs) and Requests for Quotes (RFQs) to potential vendors.
• Evaluate vendor applications and proposals based on event needs, pricing, compliance, and quality standards.
• Ensure an equitable and balanced mix of vendors to enhance the event experience.

Vendor Management & Coordination:

• Serve as the primary liaison for all vendor communications, ensuring clear expectations and prompt responses to inquiries.
• Assist int the creation of vendor contracts, agreements, and processing of payments.
• Ensure vendors comply with all local regulations, health and safety standards, and event-specific requirements.
• Oversee vendor logistics, including booth assignments, setup, permits, and operational needs.

Event Coordination & Execution:

• Collaborate with the Events and Programming Team to align vendor selections with event goals and audience expectations.
• Conduct vendor orientations to provide clear guidelines on logistics, compliance, and expectations.
• Be on-site during events to oversee vendor operations, address concerns, and ensure seamless execution.
• Assist with post-event evaluations by gathering vendor feedback and analyzing vendor performance for future improvements.

Relationship Building & Community Engagement:

• Develop and maintain relationships with vendors to foster long-term participation in events.
• Actively engage with local businesses, artisans, and cultural organizations to enhance vendor diversity.
• Partner with local chambers of commerce, business associations, and community groups to source unique vendors.

Budgeting & Compliance:

• Assist with vendor-related budgeting, ensuring event revenue targets are met.
• Track vendor payments, deposits, and financial agreements.
• Ensure all vendors meet legal and regulatory requirements, including permits, food handling certifications, and insurance policies.

Minimum Qualifications
MUST BE A CURRENT PARKS TACOMA EMPLOYEE

Education & Experience

• At least two (2) years of experience in vendor procurement, event coordination, or vendor relations required.
• Bachelor's degree in Event Management, Business, Hospitality, or a related field required. An additional four (4) years of related experience can substitute for the degree requirement.

Preferred:

• Experience working with community-based events, local markets, or regional festivals.

Other Requirements:

• Valid Driver's license with acceptable driving record.
• Must be 21 years of age or older.
• Outstanding interpersonal and communication skills for relationship-building with diverse vendors.
• Proficiency in Microsoft Office Suite and event management software.
• Flexibility to work evenings, weekends, and holidays as needed for event execution.

Additional Information

Work Environment

• Work will be conducted in both office settings and event locations (indoor and outdoor environments).
• Regional travel may be required to meet with vendors and attend planning meetings.

Physical Requirements:

• Must be able to lift up to 65 lbs. and walk/stand for extended periods during events.
• Must be able to work nights and weekends with varying range of times.

Ability to:

• Work independently while also collaborating effectively in a team environment.
• Manage multiple events simultaneously with strong organization skills.
• Communicate clearly verbally and in writing.
• Assess and evaluate situations effectively.
• Exert optimal effort in successfully completing tasks.
• Take initiative with minimal supervision.
• Extract and record data and carry out calculations accurately.
• Manage time efficiently and effectively through scheduling and prioritizing.
• Work within and contribute to the effectiveness of a team, respecting differences.
• Evaluate systems and procedures and develop cost-saving alternatives.
• Ability to understand and follow oral and written directions.
• Present facts clearly and accurately in graphic form.
• Establish and maintain cooperative and effective working relationships with others.
• Analyze situations accurately and adopt an effective course of action.
• Work independently with little direction.
• Plan, organize, and prioritize work to meet deadlines.

Knowledge of:

• Event logistics, vendor management, and procurement processes.
• Negotiation and contract management practices.
• Event permitting, vendor compliance, and public safety regulations.

PARKS TACOMA IS AN EQUAL OPPORTUNITY EMPLOYER
All qualified persons will be considered for employment without regard to race, color, religion, sex, national origin, age, sexual orientation, political affiliation, disability or any other merit factor. Members of ethnic minorities, women, special disabled veterans, veterans of the Vietnam-era, recently separated veterans, and other protected veterans, persons of disability and/or persons age 40 and over are encouraged to apply.

Parks Tacoma employs only U.S. citizens and lawfully authorized non-U.S. citizens. All new employees must show employment eligibility verification as required by the U.S. Citizenship and Immigration Services.

Parks Tacoma is committed to providing access and reasonable accommodation in its services, programs, activities, education and employment for individuals with disabilities. To request disability accommodation in the application process, contact Human Resources at .

Employment is subject to a national background check.

This position is an at-will position with no written or implied contractual agreement.
OVERVIEW (more detailed information can be found at Parks Tacoma )

Life Insurance: Provided at no cost to the employee through Unum, amount is equal to annual salary up to $275,000. Benefits will reduce at age 70.

Retirement Plan: All employees are covered under the Public Employees' Retirement System through the Washington State Department of Retirement Services (DRS).

Medical Coverage and Dental Coverage: Parks Tacoma pays 90% of the total cost of medical/dental coverage for employees and their dependents. If you enroll in a medical and/or dental plan and add dependents you will be required to provide documentation to show eligibility. Coverage begins the first of the month following the date of employment. Medical coverage is offered through Kaiser. Dental options include Delta Dental Service and Willamette Dental.

Health Care and Day Care Reimbursement Accounts: A benefit plan that allows you to pay for health care or dependent care expenses with "before tax" dollars.

Deferred Compensation (457 plan): Optional employee paid retirement savings plans are available through Empower, MissionSquare, and WA State Deferred Comp Program.

Paid Holidays for career employees: New Years Day, Martin Luther King's Birthday, President's Day, Memorial Day, Independence Day, Juneteenth, Labor Day, Veteran's Day, Thanksgiving Day, Day after Thanksgiving, Christmas Day, Two Floating Holidays are granted after successful completion of the probationary period

Vacation: 8 hours earned monthly.

Sick Leave: 8 hours earned monthly.

Employee Assistance Program (EAP) -SupportLinc provides emotional wellbeing and work-life balance resources to keep you at your best. Administered by CuraLinc Healthcare, the program offers guidance to help you address and resolve everyday issues at no cost to you or your family.

Community Center Fitness Pass - All Parks Tacoma employees get a Staff Pass to use at our community centers.The All Center Pass allows access to all four centers - Center at Norpoint, Eastside Community Center, People's Center and STAR Center.

Did you know... Benefits at Metro Parks Tacoma include more than the great options for medical, dental and vision. There is so much more to our overall compensation package. Here are a few highlights:

• Beyond Medical, Dental and Vision: All medical plans include Naturopathy, Massage therapy and Chiropractic care (some restrictions apply). See the benefits summaries for more information.
• An Ounce of Prevention is Better Than a Pound of Cure: Stay ahead of the game by taking advantage of the quality preventative care our plans have to offer. Preventative care is covered at 100% so you are not charged the deductible or pay co-insurance for preventative care. See the benefits summaries for more information.
• Tax Free Health Accounts: MPT offers Flexible Spending Account options that allow you to set aside money on a pretax basis for out of pocket medical and/or childcare expenses. Sign up at the start of the year with open enrollment. If you have chosen the High Deductible Health Plan (HDHP), you will receive a Health Savings Account with an employer provided contribution. Check out the benefits page for more information.
• Be Ready for Retirement: Retirement plan options include the required PERS contributions AND also several Deferred Compensation Plan (457 plan) Options. Retirement savings can help you set yourself up for success now (lowering your federal income tax threshold through savings on a pre-tax basis) and later. Check out the benefits page for more information.
• Everyone Needs a Helping Hand: Employee Assistance Program - this program offers confidential, professional AND FREE 24/7 resources to all Metro Parks Tacoma employees. The program offers resources for things like: counseling, legal and financial services, ID theft victim resources, Daily living information, elder and child care, stress reduction tools, website access, newsletters, webinars and more.
• Preparing for the Unexpected: Life Insurance & Accidental Death/Dismemberment Insurance is paid for by MPT and at no cost career employees . The amount is equal to your annual salary up to $200k. Check out the benefits page for more information.
• Getting Fit: Fitness Center Pass - ALL MPT employees are eligible to use our fitness facilities and even participate in many class at various community centers for FREE!
• Checking Out All That Parks Tacoma Offers the Community: Employees are provided an annual familiarization pass that becomes their passport to explore a variety of opportunities available throughout the District.
• Supporting Work/Life Balance: Alternative Work Arrangements - Some positions have the option to remote work upon meeting requirements. This is a great benefit as it allows MPT to reduce our carbon footprint and employees to achieve better work/life balance.
• Taking a Break: All MPT employees receive sick leave and career employees receive excellent Sick, Vacation and Holiday leave packages.
• Making a Difference: There are multiple ways to make a difference beyond the work you do. Parks Tacoma employees can contribute to the Legacy Campaign through payroll deduction (or one time payment). You can also participate in a Day of Service with permission from your supervisor, be a member of the dragon boat team, donate blood at one of our member blood drives, or volunteer with our partner organizations.

Note: THIS BENEFIT OVERVIEW IS FOR INFORMATION ONLY AND DOES NOT CONSTITUTE AN EXPRESSED OR IMPLIED CONTRACT. ANY PROVISION CONTAINED HEREIN MAY BE MODIFIED AND/OR REVOKED WITHOUT NOTICE.
01

Are you a current Parks Tacoma employee? (Please note that this position is only open to current employees. If you are not a current Parks Tacoma employee you will not be considered for this position).

• Yes
• No

02

Do you meet the minimum qualifications of this position: At least two (2) years of experience in vendor procurement, event coordination, or vendor relations with a Bachelor's degree in Event Management, Business, Hospitality, or a related field. An additional four (4) years of related experience can substitute for the degree requirement.

• Yes
• No

03

Please explain, in detail, how your experience and/or education meets the minimum qualifications.
04

Are you able to work a variety of hours to cover work shifts including mornings, evenings, weekends, holidays and emergency after hours? If no, please list what hours, shift or days you are unable to work.
05

Do you have a valid driver's license?

• Yes
• No

06

Please indicate if you have any driving tickets, accidents and/or infractions listed on your abstract of complete driving record? (Please note: if selected for further review you may be required to provide a complete driving abstract).
07

Are you at least 21 years of age?

• Yes
• No

Required Question