Description

Job Title: Event Coordinator

Employer: Pomeroy Recreation and Rehabilitation Center 

Reports To: Facility Manager 

Department: Admin 

Starting Rate: $30/hour

This position is part time (15-20 hours per week)

The Pomeroy Center is home to hundreds of events each year, including weddings, birthdays, business meetings, baby showers, and school fundraisers. The Center’s versatile spaces include a Banquet Hall, Gymnasium, Classrooms and conference Rooms, making Pomeroy the perfect venue for many types of functions. In addition, we have over 50,000 square feet of developed indoor space which requires daily, weekly, monthly, annual and other scheduled upkeep. 

Position Summary: Under the supervision of the Facility Manager, the Event Coordinator will have oversight of facility rentals including; marketing outreach, tours and rental contracts, management of all event services booked and coordination with facilities, security and other vendors. This position also includes internal event oversight and coordination, marketing and communication. The position will also serve as a back up to the facility manager for the clean up before/after events and other backup duties as needed in support of the Facility Manager. The Event Coordinator will also manage the monthly Safety Meeting calendar, schedule those meetings via zoom and make sure that the meetings occur each month by ensuring a “presenter” for the monthly meetings is assigned each month. Also will be responsible for working with the Facilities Manager to schedule fire and other workplace safety drills.

DUTIES AND RESPONSIBILITIES:

Facility and Rental:

• Responsible for all aspects of the facility rentals program: fielding inquiries, providing tours, generating contracts, processing payments, gathering documents such as alcohol licenses and proof of insurance, creating floor plans, documenting the event setup, and general communications with renters 
• Partners closely with the Facilities Team to ensure events run smoothly from the initial inquiry step to completion 
• Effectively communicates the details and setup of events to the Facilities Team and other departments 
• Responsible for running and maintaining our event security guard team, who are contract workers. This includes crafting their schedules, completing W-9, sending reminder emails, onboarding/training new guards 
• Manage facility rentals contract and security deposit and rental payment received
• Maintain the data in the rental software and produce monthly report for accounting
• Reconcile the payments and security deposits following the conclusion of each contract rental including requesting check requests from accounting
• Frequently assists with internal events such as fundraisers, social parties, and group volunteering events 
• Collaborates with Communications Team to highlight our rental program on social media 
• Actively seeks out opportunities to promote our venue. Examples include off-site events such as wedding/formal event expos or reaching out to community groups to use the space 
• Follows up with renters to seek out reviews to boost our online presence 
• Other duties as assigned 

Safety:

• Prepare and distribute the safety meeting calendar for the Safety Committee
• Present individually and /or coach other staff to present monthly safety refresher presentations at monthly safety meetings.
• Help arrange regular Center-wide safety drills (fire drills, earthquake drills. etc.)
• Ensure that all Center First Aid equipment, AED, and supplies are fully stocked and in good working order

Requirements

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. Possess ability to perform and teach basic mathematical skills, operations using units of American money, and weight, volume and distance measurements. Demonstrate the ability to problem solve practical problems and deal with an array of concrete variables in situations where only limited standardization exists. 

REQUIREMENTS:

• BA degree or equivalent in a field of study/experience related to operations 
• At least 1-2 years of experience coordinating the back end of events 
• Familiarity with Tripleseat or other event booking software 
• Expertise in Google Suite 
• Spanish speaking (or willingness to learn) is preferred 
• Ability to write professional emails and communicate effectively with many types of people and personalities 
• Able to build and nurture relationships with potential renters, within community, and other departments at PRRC 
• Managing multiple projects and events at once. 
• Ability to problem-solve and think critically 
• Must be able to pass criminal background check 
• Flexibility to work weekends when needed for events and some evenings 
• Strong computer skills and competence, including Google Suite 
• Ability to work independently on assigned tasks as well as to accept direction on given assignments 
• Eager to learn and willing to be trained, a jump-in-and-do-it type of attitude 
• Ability to work independently on projects with little to no oversight 

COMPETENCIES:

• Diversity - Demonstrates knowledge of EEO policy; Shows respect and sensitivity for cultural differences; educates others on the value of diversity; Promotes a harassment free environment; Builds a diverse workforce. 
• Ethics - Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values. 
• Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments. 
• Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans. 
• Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in-group problem solving situations; Uses reason even when dealing with emotional topics. 
• Safety and Security - Observes safety and security procedures; Determines appropriate action beyond guidelines; Reports potentially unsafe conditions; Uses equipment and materials properly. 

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

• Frequently required to move about the office and overall PRRC campus 
• Frequently required to utilize hand and finger dexterity 
• Frequently required to climb, balance, bend, stoop, kneel or crawl 
• Frequently required to talk or hear 
• Occasionally utilize visual acuity to operate equipment, read technical information, and/or use a keyboard 
• Frequently required to lift/push/carry items less than 25 pounds/ up to 25 pounds/up to 50 pounds 
• Frequently exposure to outside weather conditions 
• Occasionally exposure to bloodborne and airborne pathogens or infectious materials 
• Frequently exposed to loud noise