Event and Facility Rental Specialist

ABOUT THE OCEAN INSTITUTE

Located on the waterfront in Dana Point Harbor, the Ocean Institute (OI) is a federally recognized 501c3 nonprofit. Working at the Ocean Institute offers a unique educational environment and the ability to show your appreciation for the ocean. Its enviable location creates the opportunity to build meaningful bonds within the community, as well as inspire and influence future stewards of the ocean. The Ocean Institute’s mission “Using the ocean as our classroom, we inspire children to learn”, allows anyone with a passion for the ocean to utilize their skills in a positive, productive environment.

GENERAL DESCRIPTION

Ocean Institute, located in the picturesque Dana Point Harbor, is seeking a dynamic Facility Rentals and Events Specialist to lead and expand our facility rental program. While our primary focus is on educational programs, our beautiful waterfront campus is also available for special events. The ideal candidate will serve as the primary point of contact for all internal facility rentals, overseeing everything from event setup to execution. This role requires strong coordination skills, including communication with external event teams, our Booking Coordinator, and vendors to ensure seamless event experiences.

REQUIREMENTS

Must have related degree or equivalent professional qualification.

Must be adept with various computer programs including Square and Microsoft Office suite, marketing platforms, event platforms, Ocean Institute programs, etc.

No prior experience required.

Excellent interpersonal and guest services skills

Manage many projects, big and small

Must be committed to excellence and furthering the educational and environmental mission of the Ocean Institute.

Must be able to communicate effectively and establish rapport with staff, volunteers, customers, and vendors.

Must be self-motivated and able to work independently in an unsupervised environment.

ESSENTIAL FUNCTIONS

Communication and coordination with our external event team

Communication and coordination with Ocean Institute’s Booking Coordinator

• Event lead for internal event/facility rentals Onsite support for setup and duration of events
• Coordinate lead-up communication – phone, email, etc., Create event contracts and design floor plans , Align and communicate staffing needs to team, Coordinate walkthroughs with event hosts, and more.
• Responsible for vendor management and relations.
• Increase event rentals and utilization of Ocean Institute’s campus
• Reviews sales performance/selling products
• Review market rates for rentals and recommend alignment to managers
• Assess rental spaces for organization and cleanliness to ensure campus is “Event Ready”.
• Liaison with Ocean Institute Janitorial company for event rentals
• Aligns and follows county lease requirements for facility rentals.
• Works with marketing and social media teams on facility rental promotions.
• Assistance with Ocean Institute’s large fundraising or special events such as; Maritime Festival, Jazz, Parade of Lights, Spooky Seas, etc.
• Other activities as assigned.

Reasoning & Mental Abilities:

Uses critical thinking skills to interpret information furnished in written, oral or schedule form and to analyze more complex documents like agreements and contracts. Makes sound decisions and sets goals based on available information and evaluates situations and requirements to plan and adjust work accordingly.

Projects accurate future occurrences based on current or historic data. Must be able to work independently and without direct supervision; able to make decisions about the severity of variable situations and evaluate the most appropriate response; able to make appropriate decisions related to customer requests.

Work Environment & Exposures:

Position may require occasional exposure to fumes or airborne particles, vibration and loud noise levels. Will be exposed to varying weather conditions, soil, pollen, grass and plant materials and fertilizer while working; will be exposed to cleaning solutions of home strength; may be exposed to industrial strength solutions for pest control, paints or solvents.

EQUIPMENT USE: Computer, copy machine, fax, scanner, keyboard, ten-key, postage meter, etc.

Job Type: Part-time

Pay: $19.00 per hour

Expected hours: 20 – 30 per week

Benefits:

• 401(k)
• Dental insurance
• Flexible schedule
• Health insurance
• On-the-job training
• Paid time off
• Vision insurance

Shift:

• 4 hour shift
• 8 hour shift
• Day shift
• Evening shift
• Morning shift
• Night shift

Education:

• High school or equivalent (Required)

Work Location: In person

Salary : $19