Marketing and Event Coordinator

Title : Marketing and Event Coordinator

Reports To : Vice President of Property Management

Department : Property Management

Location : Oakland, CA

Schedule : Flexible, core hours are Monday - Friday, but occasional evenings & weekends, as needed for events.


Travel : Local travel may be required


Employee Status : Regular, Full-Time, Non-Exempt


Union : N/A

Supervises : N/A

Benefits

Two weeks of paid vacation a year, sick time, 14 holidays, up to five floating holidays based on employment status, medical and dental benefits on the first of the month following 30 days of employment, life insurance policy at no cost to employees (with the option of increasing policy amount), flexible spending account for medical and dependent care costs, commuter benefits, 403(b) with employer match, and other benefits. We foster a joyful workplace and offer opportunities for professional development and growth.


Agency Summary

The Unity Council is a non-profit Social Equity Development Corporation with an over 60-year history in the Fruitvale neighborhood of Oakland. Our mission is to promote social equity and improve quality of life by building vibrant communities where everyone can work, learn, and thrive.


Our programs aim to provide the community with the tools, knowledge, and resources to transform their lives and ultimately achieve their long-term educational, career, and financial goals. These holistic programs and services reach more than 10,000 individuals and families annually in five languages. Programs include early childhood education, youth mentorship and leadership development, employment services, career readiness training, housing and financial stability, senior citizen services, affordable housing and neighborhood development, and arts and cultural events. Our work expands beyond the Fruitvale district and now reaches across Oakland and into Contra Costa County. The Unity Council employs a diverse workforce of more than 300 people who reflect the linguistic, cultural, and ethnic identity of the communities we serve.


Position Summary

Under the supervision of the Vice President of Property Operations the Marketing & Event Coordinator supports the promotion, booking, and successful execution of community, nonprofit, and private events held at The Unity Council's community and commercial spaces.

This entry-level role supports marketing efforts, customer outreach, event logistics, and administrative functions related to event operations and revenue generation. The Marketing & Event Assistant will assist with social media campaigns, sales outreach, customer communications, event bookings, payment processing, website updates, and event-day operational support. This position also provides administrative assistance with invoicing, receivables, and reporting through the Yardi Kube customer portal.

The ideal candidate is creative, organized, customer-service oriented, tech-savvy, and excited about community activation, marketing, and event operations.

Essential Duties and Responsibilities

The duties and responsibilities include, but are not limited to the following:

Marketing & Promotions

• Assist with the development and execution of social media campaigns to promote events, rentals, programs, and community activities.
• Create and schedule content across social media platforms including photos, videos, event promotions, and announcements.
• Assist with updating marketing materials including flyers, brochures, presentations, signage, and promotional content.
• Maintain calendar and update website content to ensure event information, pricing, photos, and availability remain accurate and current.
• Support email marketing efforts by drafting and distributing email campaigns, newsletters, and promotional blasts.
• Monitor engagement and suggest creative marketing ideas, promotions, and sales opportunities to increase event bookings and community awareness.
• Research local events, trends, and partnerships to support outreach and visibility.

Sales & Customer Outreach

• Conduct outreach to potential clients, nonprofits, community organizations, schools, businesses, and vendors to generate event leads and bookings.
• Respond to customer inquiries related to event rentals, pricing, availability, and services.
• Conduct follow-up outreach with leads to support booking conversions.
• Assist with preparing proposals, quotes, and customer communications.

Event Booking & Customer Portal Administration

• Process customer bookings, payments, contracts, and event-related documentation through the customer booking portal and Yardi Kube platform.
• Ensure customer accounts, invoices, and payment records are accurate and updated timely.
• Support invoice processing, accounts receivable tracking, and customer payment follow-up.
• Maintain organized electronic records related to bookings, contracts, invoices, and event documentation.
• Generate reports related to bookings, inquiries, and receivables as assigned.

Event Operations Support

• Provide on-site support for events, including setup coordination, vendor support, customer assistance, troubleshooting, and event close-out.
• Conduct event walkthroughs and assist with ensuring spaces are clean, prepared, and operational prior to events.
• Coordinate with janitorial, security, IT/AV, maintenance, catering, and other vendors or internal teams to support successful event execution.
• Assist in ensuring events comply with organizational policies, permits, insurance requirements, and operational expectations.
• Program key fobs, maintain entry system database.
• Help identify opportunities to improve customer experience and event operations.

Administrative Support

• Assist with data entry, filing, reporting, and maintaining organized records.
• Support accounts receivable and invoice processing through Yardi Kube.
• Attend team meetings and assist with special projects.
• Perform other duties as assigned in support of community activation and business operations.

Qualifications

• High School Diploma or GED required; Associate's Degree or coursework in Marketing, Communications, Business, Hospitality, Event Management, or related field preferred.
• 0-2 years of experience in marketing, customer service, sales, hospitality, events, administration, or related field preferred.
• Experience with social media platforms (Instagram, Facebook, LinkedIn, TikTok, etc.).
• Strong customer service and communication skills, both written and verbal.
• Comfortable making outbound calls and engaging with potential customers.
• Strong organizational skills and ability to manage multiple priorities.
• Detail-oriented with the ability to follow processes and meet deadlines.
• Experience with Microsoft Office Suite, Canva, Google Workspace, or similar software preferred.
• Ability to learn customer management, payment, and property/event software systems such as Yardi JKube.
• Experience with website updates, email marketing platforms, or CRM systems preferred but not required.
• Bilingual Spanish preferred but not required.
• Ability to work occasional evenings and weekends for events.
• Ability to communicate effectively in person, by phone, email, and video conference is required.

Skills and Competencies

• Customer Service Orientation
• Communication & Relationship Building
• Sales & Marketing Mindset
• Organization & Time Management
• Attention to Detail
• Problem Solving
• Creativity & Initiative
• Adaptability in Fast-Paced Environments
• Team Collaboration

Physical Requirements

• Must be able climb stairs, reach, bend, crawl, kneel, stoop, twist, grasp with hands and fingers materials, use arms and legs, able to walk, climb ladders if applicable.
• Regularly required to use hands to operate computer and other office equipment;
• Close vision required for computer use.
• Generally light physical activity is required.
• Position may require standing for extended periods during events, walking event spaces, occasional lifting of materials up to 25 pounds, setup assistance, prolonged computer use, and repetitive typing.

Pre-Employment Requirements

• Background/fingerprints
• Reference Checks

This description is not intended to be construed as an exhaustive list of duties, responsibilities or requirements for the position. This position may change or assume additional duties at any time.

*** Please submit your cover letter and resume. ***

The Unity Council is an Equal Opportunity Employer.