Event Services Coordinator

Event Services Coordinator

The Event Services Coordinator provides administrative and logistical support to the facilities team, ensuring the efficient operation of venue booking and event management processes. This role involves managing both external and internal room booking inquiries, creating and coordinating schedules, contract preparation and payment collection, and supporting event logistics. This is a 40 hour a week full-time position that requires a flexible schedule including nights, weekends, and some holidays.

Duties and Responsibilities

Primary:

1. Serve as the first and primary point of contact for clients inquiring about venue rental availability, services, and pricing. Gather necessary details such as event type, date, number of guests, and special requirements. This is for both external and internal reservations.
2. Collaborate and communicate regularly with The Facility Coordinator to ensure proper planning and execution of happenings on the facility schedule.
3. Ensure that Theatre Techs are provided with schedules and information regarding events in the theatres.
4. Create and provide daily facility and porter schedule to Welcome Center staff.
5. Provide communication to Welcome Center staff in terms of rentals and programs that go beyond normal operating hours, require additional security or are high capacity and require assistance checking in non-members of the JCC.
6. Schedule and coordinate venue tours for prospective or current clients.
7. Maintain an up-to-date calendar of venue bookings, ensuring all reservation details are accurate and confirmed.
8. Assist clients and JCC staff in terms of managing event timelines including ensuring sufficient setup and breakdown time for each rental.
9. Assist JCC facilities staff with setups and breakdowns when needed.

Administrative:

1. Prepare rental contracts ensuring all details are clearly outlined (e.g., rental terms, payment schedules, client responsibilities).
2. Collect necessary documents from clients including deposits and insurance.
3. Ensure that all paperwork is filed and maintained properly in both physical and digital formats.
4. Assist in processing invoices and payments related to venue rentals, ensuring clients adhere to payment schedules and clear any outstanding balances.
5. Order facility supplies as well as Sam's and Costco for other departments.
6. Provide administrative support to the Facility Department including Chief of Facilities and Director of Security. This could include scheduling meetings, assisting with communication and helping process expenses.

Agency Expectations:

1. Attend all staff meetings and gatherings.
2. Participate in agency in-service trainings and programs.
3. Provide administrative support for agency events.

Qualifications

Qualifications and Skills:

• Minimum of high school diploma or equivalent. 2-Year associate degree or 4-year college degree preferred.
• 3 5 years as an Administrative Assistant.
• Experience working with CRM software preferred.
• Proficiency in Microsoft Office.
• Excellent communication and organizational skills are a must.
• Professional attitude and appearance.
• Deadline/Task/Detail oriented, with strong follow up skills.
• Responsible, flexible, and team oriented.

Specifications:

• Must feel comfortable working in a fast-paced busy environment.
• Possess the ability to lift 50 pounds as well as climb, push, pull carts, move furniture, and set up equipment for events.
• Candidate must be willing to maintain a flexible schedule.

Why Choose Us?

Our full-time employees enjoy a comprehensive benefits package designed to support their well-being and long-term success. This includes competitive pay, health, dental, and vision insurance, paid time off and holidays, a 403(b) retirement plan with employer matching, and ongoing opportunities for training and professional development. Team members also receive a free membership along with significant discounts on our programs, adding even more value to being part of our community.