Vendor Relations & Event Coordinator

Position Title:

Vendor Relations & Coordinator Starting at $32,000/yr.

Phone Stipend:

$50/mo. Salaried Position Part-Time, up to 30 hours a week. - must be available to work planned events, including some evenings, holidays, and weekends (during farmers market season): Saturday Markets (7:30 am -1:30pm) & attendance for CavernFest June 12th & 13th 2026 Planning meetings during week (As needed) & assist on other vendor events such as

Cavern Fest, Fall Festival, Electric Light Parade Position Summary:

The Vendor Relations/Event Coordinator supports the mission of Carlsbad MainStreet (CMS) by managing daily operations, logistics, and growth of the Carlsbad Farmers' & Makers' Market, and serves as the primary contact and liaison for vendor relations across MainStreet programs and events. This position ensures that CMS events are professionally organized, well attended, and aligned with the organization's goals of promoting local entrepreneurship, community engagement, and downtown revitalization. The Vendor Relations/Event Coordinator is responsible for recruiting and supporting vendors, maintaining compliance with market policies, and fostering positive relationships with local farmers, artisans, food trucks, and small businesses. This role also assists with administrative functions, recordkeeping, communications, and marketing efforts that strengthen vendor participation and enhance the visibility of CMS programs throughout the year. As part of CMS's leadership and succession planning framework, the Vendor Relations/Event Coordinator will receive ongoing professional development, mentorship, and cross-training in nonprofit operations, event management, and community development. This preparation ensures the Coordinator can provide operational continuity during staff absences and may assume increased responsibilities as organizational capacity expands.

Key Responsibilities:

Administrative/receptionist duties: Answer phone calls, greet the public. Provide administrative support while cross-training in full operational procedures to cover for the Assistant Director when necessary. Plan, coordinate, and manage the weekly Farmers' & Makers' Market, including vendor setup, safety, and compliance with city and state regulations. Coordinate with vendors, including collecting payments, issuing receipts, scheduling food trucks, and maintaining accurate documentation. Ensure all participating vendors possess current permits and meet compliance requirements. Build and maintain strong relationships with vendors, food truck operators, musicians, and community members. Serve as the primary liaison for all vendors associated with Carlsbad MainStreet. Manage and update the Carlsbad Farmers' & Makers' Market Facebook page; assist in creating graphics and media for outreach purposes. Actively recruit new vendors, musicians, and food trucks through face-to-face outreach, social media, radio, community networking, and events. Assist with administrative tasks, including correspondence, reporting, data tracking, and record management. Engage with local non-profits to foster market participation and collaboration. Represent Carlsbad MainStreet at community events and fundraising activities. Maintain detailed records on vendor participation, revenues, applications, and musician payments. Foster relationships with downtown merchants to encourage participation in MainStreet events and fundraising efforts. Request funding from sponsors and other partners to support the growth of the Farmers'/Makers' Market. Prepare and submit permit requests for downtown events, including markets, parades, and festivals. Assist in developing and sustaining productive relationships with local public agencies and partners. Participate in professional development and cross-training to support CMS's long-term leadership succession plan. Assist the Board of Directors, Executive Director, and committees to ensure the Carlsbad MainStreet program maintains standards required by the New Mexico Main Street Program to maintain National Accredited Program status. Attend training conferences and meetings to stay current with New Mexico and National Main Street programs. Perform other duties as needed under the direction of the CMS ED.

Work Environment & Expectations:

• Primarily office-based, with regular attendance at community events.
• Event coordination may require light physical activity, including lifting and setup.
• Collaborative, team-oriented work environment requiring adaptability and multitasking.
• Will assist when called upon for Cavern Theatre operations and provide event planning assistance on all levels.
• Flexibility to attend committee meetings as they arise.
• Occasional travel required for professional development, education, and training.
• Expected to cross-train in office operations to understand all procedures and workflows, including those of the Cavern Theatre.
• Bilingual is a plus.
• Must be willing to submit to a pre-employment background check and drug screen.

Job Type:

Part-time Pay:

$32,000.00 per year

Experience:

Events management: 1 year (Preferred) Volunteer management: 1 year (Preferred)

Language:

Spanish (Preferred)

Work Location:

In person