Event Coordinator

Job Description

Job Description

SUMMARY:

The successful candidate will have a strong desire to serve in North Philadelphia, specifically Kensington, and will have demonstrated experience providing exceptional customer service to clients and guests while maintaining a positive event experience. Under the supervision of the Assistant Director of Community Health and Wellness (CHW), the Event Coordinator manages all facility requests and rentals taking place in the CORE building. The Event Coordinator engages across EHC’s clinic sites through connecting with community partners and individuals who are interested in the space, processing facility requests, collaborating with the Operations, Facilities, Community Health and Wellness, Fitness, and Security teams, and serving as a point of contact for all facility rentals and events.

ESSENTIAL FUNCTIONS

• Manage all aspects of event rentals, from initial inquiry to post-event follow-up.

• Serve as the main point of contact for all clients, staff and partners seeking to rent spaces in Esperanza Health Center’s CORE Community Center.

• Serves as the Day of Coordinator being present on-site before, during, and after events to ensure all arrangements are executed according to client expectations and venue standards.

• Oversee the process for facility requests and space rentals primarily at EHC’s community wellness center, The CORE, as well as at our other clinic sites as needed.

• Communicate event schedules to facilities, operations, and relevant teams, ensuring that both public and internal calendars are consistently updated to prevent and address scheduling conflicts.

• Communicates and answers questions or concerns in a timely manner throughout the rental process with their supervisor, collaborating departments, clients, community members, and partner organizations.

• Utilize RecDesk, our recreational management software platform, to track facility requests and reservations and process and collect all payments. 

• Monitor weekday event and program activities and address any issues, schedule changes, or client requests in a timely and professional manner.

• Conduct pre-event and post-event walkthroughs to verify room setup, equipment functionality, cleanliness, and overall readiness.

• Maintain accurate event statistics and assist in the development of monthly and quarterly reports highlighting program performance and community engagement.

• Complete ServSafe Certification food safety course and pass a proctored exam 

• Ensure compliance with venue policies, safety procedures, and operational requirements throughout the event.

• Provide exceptional customer service to clients and guests while maintaining a positive event experience.

• Collect deposits, rental fees, and final payments; prepare invoices, receipts, and related payment documentation; monitor account balances and conduct payment follow-ups as necessary to ensure timely and accurate processing of all event-related transactions.

• Remain available throughout the duration of events to resolve concerns and support venue staff as needed.

• Other duties and projects, as assigned by supervisor

EDUCATION, KNOWLEDGE, SKILLS, AND ABILITIES

• Past experience in event planning, customer service,hospitality logistics is a plus but not required. 

• Demonstrated cultural humility, strong cross-cultural sensitivity and experiences, required.

• Demonstrated ability to work within a community setting with diverse populations

• Able to present ideas and opinions clearly and concisely, both written and orally.

• Demonstrated organizational skills and ability to prioritize and handle multiple projects and programs at the same time.

• Knowledge of community resources, churches and community organizations, especially those in North Philadelphia, preferred.

• Competency in Google Suite, preferred.

• Ability to foster a spirit of humility, listening, and unity in response to criticism with the end goal of becoming better poised to serve the community. 

• Ability to receive feedback from clients and share with supervisor and appropriate leaders to continue improving our systems and procedures.

• Demonstrable maturity and professionalism in the workplace.

• Someone who is dependable, displays a professional attitude and enjoys being in service to others.

• Great at logistics and attention to detail.

• Able to integrate personal faith with work at EHC.

WORKING CONDITIONS

• This role is Part-time, up to 15 hours per week. This position is funded through a grant and is expected to continue through December 2027. 

• This is a fully in-person role.

• The ability to work evenings and weekends, Fridays and Saturdays, is essential. (Closed Sundays).

• Must be able to sit/stand at a desk for long periods of time.

• Must be able to read fine print on paper, computer, and databases.

• Must be able to lift 30 lbs. (assist with stacking chairs for community events, setting up and moving tables, etc.), climb stairs, and walk to and from parking lots.