Event Coordinator - San Francisco, United States - Pomeroy Recreation & Rehabilitation Center

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 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

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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
• 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 offsite 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 Centerwide 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 12 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
• 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 problemsolve 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 jumpinanddoit type of attitude
• Abili