Event Operations Coordinator

Event Operations Coordinator

Salary Range $45,000.00 - $55,000.00 Salary/year Position Type Full Time Education Level 2 Year Degree

Description

The Event Operations Coordinator, a role that brings together event and rental coordination support for Alliance staff. This position serves as the primary liaison for all internal and external events and rentals. The successful candidate is organized, service-oriented, and comfortable moving between client-facing event work and logistics.

Primary Responsibilities

• Rental Liaison — Short-Term and Long-Term
• Serve as the primary point of contact for all external rental inquiries, including birthday parties, organizational events, recurring program rentals, tenants, and community gatherings.
• Manage the full rental lifecycle: intake, space consultation, contract negotiation and execution, deposit and payment tracking, and renewal management.
• Coordinate with the building calendar team to confirm space availability, prevent scheduling conflicts, and sequence reservations across all Alliance entities.
• Collect and maintain certificates of insurance; ensure all external rentals comply with insurance, legal, health, and Kashrut requirements.
• Periodically review the market fee structure for space rentals, rental guidelines, and recommend adjustments as appropriate.
• External Vendor Coordination
• Act as the facility liaison for all external vendors (caterers, AV providers, photographers, decorators, entertainment, party planners) selected by rental clients.
• Coordinate vendor arrival times, facility access, setup, and load-in/load-out logistics.
• Ensure all client-selected vendors meet Alliance insurance, Kashrut, and facility compliance standards prior to the event.
• Internal Stakeholder Events
• Serve as a key planning partner for internal Alliance events, including development events, Aquatics banquets, Day at the J, and other department-led programming.
• In collaboration with the Chief Program Officer and Program-specific lead, conducts event intake with internal departments, establishes timelines, and defines each stakeholder's role and scope of responsibilities.
• Proactively manage day of issues and coordinate security as necessary with the Director of Community Security to deploy Providence Police Department and/or other agencies.
• Supply Management, Budget, and Facilities Communication
• Manage inventory of reusable event supplies (linens, décor, signage, AV equipment, furnishings), prioritizing reuse over single-use procurement.
• Track event-level budgets, reconcile actual costs against approved budgets, and flag variances to the Chief Program Officer.
• Serve as the operational link between rental clients, event planners, and the Facilities and building calendar teams.
• Coordinate logistics with Facilities and Housekeeping for room setup, breakdown, turnovers, and support for event day.
• Work with the Branding Department to market Dwares JCC spaces for rentals; provide space consultations for prospective clients.
• Conduct post-event evaluations and report outcomes to the Chief Program Officer.
• Develop simple, user-friendly reference guides and how-to materials to support staff self-service.
• Respond to client technology questions with patience and clear directions in partnership with the IT managed service provider.