What are the responsibilities and job description for the Venue Rental Assistant Coordinator position at Cincinnati Nature Center?
Cincinnati Nature Center is seeking applicants to fill a Venue Rental & Event Assistant Coordinator role at our Rowe Woods location in Milford, OH.
6 years running, Cincinnati Nature Center has been named a Top Workplace in Cincinnati where staff enjoy a work environment that is collaborative, flexible, and fun. If these cultural qualities appeal to you, we would love to hear from you!
PURPOSE OF THIS POSITION
With two historic estates nestled on more than 1,100 acres of spectacular forests, fields, streams and ponds, Cincinnati Nature Center provides a stunning natural backdrop for events - from inspiring meetings and unique events to unforgettable celebrations. This role is a member of the Venue Rental & Events team, which is responsible for selling, planning, and supervising private weddings, social and corporate events, as well as supporting events presented by Cincinnati Nature Center.
Reporting to the Event and Venue Rentals Senior Manager, the Assistant Coordinator is responsible for ensuring day-of activities are executed to Nature Center standards while providing superior customer service to guests. The Assistant Coordinator will meet vendors and ensure set ups are executed per the contract. This position is an integral part of the Venue Rentals and Events team. All activities are executed with the highest standards for safety and customer service, and in keeping with the Nature Center’s mission, values, and principals.
This position requires working on average 8-24 hours/week throughout the year and must be able to work evenings and weekends as events are scheduled. Hours worked are expected to range between 12 to 24hrs/ week during April - October; the needs of the business will determine the number of hours worked each week.
KEY RESPONSBILITIES
- Provide exceptional customer service to create memorable experiences for Nature Center clients and guests
- Event coordination – at times run rehearsals & events, decorate events to clients’ specifications, work closely with vendors during event, being the point person for all timeline and logistical decisions/management.
- With strong attention to detail and proactive nature, oversee the preparation for and execution of events at our two historic venues as well as shelters when applicable.
- Ensure event details are executed accurately and superbly to ensure client's needs are met; protect the venue and property.
- Move tables and chairs ensuring set up and take down are placed according to the floor plan for events as needed, including turnover of spaces during an event if needed.
- Greet vendors and clients. As the venue representative, assist vendors and clients with their needs; assist bartender with liquor inventory for event and maintain inventory throughout the event.
- Work to resolve issues, demonstrate a positive outlook, and enlist management assistance when needed. Quick thinker and ability to make decisions under pressure.
- Close and secure the venue at the end of the event.
- Attend team planning meetings during week, wedding rehearsals, and other event walkthroughs when relevant.
- Represent the Nature Center to clients, potential clients and partners in a positive manner. Assist with deepening client’s and guest’s experiences with the Nature Center and surrounding natural areas.
These job responsibilities represent only the essential and most significant duties of the position.
This job description does not exclude other work assignments, directives and responsibilities not mentioned herein.
REQUIRED SKILLS AND ABILITIES
SKILLS
- Working knowledge of Microsoft Office including the use of Outlook and Tripleseat
- Willingness to learn other software as needed
- Use of copy machines, postage machines, telephone, and other general office equipment
- Collaborative working style utilizing strong organzational and customer service skills
ABILITIES
- Be a passionate advocate for nature to articulate the mission of Cincinnati Nature Center
- Communicate effectively and professionally including oral, written, and listening methods
- Manage time and multiple priorities to meet deadlines
- Establish and maintain effective working relationships with internal and external contacts
- Exhibit good judgement, honesty, integrity, and responsibility
- Ability to maintain confidentiality of sensitive and confidential information
EDUCATION AND EXPERIENCE
- High school diploma or GED required
- Experience in event planning, hospitality, or food service preferred
PHYSICAL REQUIREMENTS
- This position requires the following physical activities: pushing, pulling, climbing, bending, stooping, kneeling, twisting, reaching, sitting, standing, walking, lifting, finger dexterity, grasping, repetitive motions, talking, hearing and visual acuity.
WORK ENVIRONMENT
- Work is primarily performed on-site, indoors in an office environment and outdoors in the nature preserve.
- Local travel may be required. Some travel to regional conferences may be required. When a Nature Center vehicle is not available, the use of personal vehicle (reimbursed at IRS recommended rate) may be needed for Cincinnati Nature Center business.
REQUIREMENTS FOR ALL POSITIONS
- Mission Support: Inspiring Conservation through personal experiences, education, and care for the land.
- Essential Qualities: Must enjoy nature, be energized by finding creative solutions, and possess a sense of humor, creativity, and an entrepreneurial spirit.
- Background Checks: Employment is contingent upon the successful outcome of BCI and FBI background checks. Background checks are conducted in compliance with applicable federal and state law, under code 5104.013.
- CPR & First Aid: Certification must be obtained and maintained throughout employment.
- Professional Learning, Development, and Required Training: Employees shall engage in ongoing professional learning and development as well as shall complete ongoing required training relevant to safety, certification, and best business practices.
- Special Events: From time to time, employees shall be required to support special events which may fall outside of the normal work schedule including weekends/evenings.
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