Venue Coordinator

Summary:

• Our Venue Coordinator manages the logistical, operational, and hospitality aspects of Pioneers events (services, conferences, weddings, etc) to support the ministry's mission, along with understanding the sale, communication and execution of hosting external events at Pioneers. They oversee venue upkeep, coordinate AV/layout, gather team members as needed to assist, and ensure a welcoming, organized atmosphere, occasionally requiring weekend availability (rarely on Sundays), and a servant-leadership approach.  This position dives into all the nitty gritty details of how to serve others through the best practices of hospitality.  

If you have a passion for event planning, an intrapreneurial spirit, and strive to go above and beyond to exceed customer expectations, then this is the role for you! 

Qualifications:

• Committed to global missions and overall vision of Pioneers.
• Must practice and support the relevant elements of the US Mobilization Base Manual.
• Mission-Minded: Alignment with the ministry's vision and ability to exhibit a spirit of hospitality.
• Experience: 2 years of relevant event or venue operations experience required. Bachelor's degree preferred. 
• Skills: Strong organization, communication, and problem-solving skills, with familiarity in A/V setups and facility maintenance. Some relevant experience using social media. Experience with Canva or content creation.
• Location/Flexibility: Based in Orlando, FL, with ability to work occasional weekends and evenings.
• You Have a Personal Relationship with Christ: Spiritual maturity and desire to deepen your relationship with God. 
• You’re Excited to Serve with Pioneers: Willing to reflect Pioneers' Statement of Faith and Core Values. 
• You Have a Heart to Serve in the Hospitality World: We are the part of the Body of Christ that refreshes and renews the rest of the body.
• You Strive to Go Above and Beyond: Ability to see needs and anticipate needs of those we work with and serve. 
• You’re a Go Getter: Ability to start projects, take charge, make decisions and work within deadlines. 
• You Love to Learn: Teachable, wanting to grow professionally and personally and not afraid to ask questions. 
• You Have a Strong Sense of Professionalism: Strong administrative skills and handles confidential information well. 
• You Celebrate Differences: A humble heart to learn and relate to people in an ethnically diverse world. 
• You Like to Have Fun: Our team likes to have a good time! 
• Smiling Is Your Favorite!: Did we mention we like to have a good time! 

Responsibilities:

Sales and Recruitment:

• Actively recruit group business through networking, outreach (as needed), and relationship building.
• Conduct Pioneers site visits with prospective clients.
• Develop and maintain strong client relationships to secure repeat business and referrals.

Event Coordination:

• Coordinate and execute Pioneers-wide events, workshops, and ministry initiatives, including scheduling, room setups, catering, and technology needs.
• Work with clients to gather event requirements and ensure all details are clearly documented.
• Create and manage event contracts, timelines, and schedules.
• Serve as the primary point of contact for clients throughout the planning process.

Collaboration with Pioneers Teams:

• Partner with the Culinary team to design menus and coordinate event setups.
• Ensure all event details, including food, beverage, and room arrangements, are accurately communicated to all the necessary Operations teams (Culinary, Housekeeping, Hospitality, etc.).
• Attend pre-event logistics meetings to ensure alignment with all departments.

Event Execution:

• Serves as the on-site point of contact, ensuring attendees feel welcomed and addressing needs promptly. 
• Oversee the on-site execution of events to ensure everything runs smoothly.
• Troubleshoot any issues during the event and ensure client satisfaction.
• Lead post-event debriefs to identify opportunities for improvement.

Guest and Client Engagement:

• Provide guests and team members with professional, efficient, courteous, and genuine hospitality.
• Anticipate guest needs and offer services prior to the guest asking.
• Establish and maintain strong professional relationships with clients through effective and timely communication.
• Manage guest concerns appropriately and resolve issues to their satisfaction while keeping business objectives in mind.

Administrative Duties and Billing:

• Prepare and review event billing to ensure accuracy.
• Communicate billing details to clients and address any inquiries.
• Ensure timely closure of all financial aspects related to events.
• Learn and utilize the systems and reporting tools used by the Hospitality department.
• Manage the Hospitality master event calendar, update CRM systems, and liaise with Pioneers staff and external vendors. 
• Maintain detailed records of all events, including client communication and feedback.

Additional Responsibilities:

• Stay updated on current trends for events and share insights with the Hospitality team to elevate client experiences.
• Create and modify content for digital signage.
• Create and update social media content.
• Create analytics on space utilization and evaluate our social media outlets & marketing efforts to increase the exposure of renting our conference center spaces. 

• Innovate and identify ROI scenarios for use and rental of our LED Poster and digital signage options. 
• Participate in bi-weekly Hospitality Team and 1:1 meetings.

Physical Demands:

• Environment: Work is performed primarily in a standard office environment with extensive public contact and frequent interruptions. 
• Physical: Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information. 
• Vision: See in the normal visual range with or without correction.
• Hearing: Hear in the normal audio range with or without correction.