Venue Coordinator

Venue Coordinator

Who we are:

The Historic Trust (“Trust”) is a non-profit 501(c)(3) organization formed to inspire civic pride and economic vitality through education, preservation, and celebration of our community's history. The Trust has a variety of operations fulfilling its mission that include property management and development, events, educational programs, fundraising and other nonprofit activities. The Venue Coordinator position is a full-time position responsible for executing all facility events operated in buildings managed and/or owned by the Trust in conjunction with other Trust staff.

Reports to: Event Facilities Manager

Pay: $19.23 per hour (approx. $40,000 annually)

Classification: Full Time hourly

Job Summary:

The Historic Trust is seeking a Venue Coordinator to join our team. The Venue Coordinator will work with The Historic Trust Events Department to assist and service events happening within our six venues. This position will work 40 hours as dictated by event bookings and will be expected work in the later part of the week and weekends. This includes frequent late nights and some early mornings. Some scheduling flexibility is offered. This position requires an onsite presence.

The Venue Coordinator will be the clients’ main point of contact during event venue rentals. They ensure that clients’ audio/visual needs are met, execute setup and breakdown, and provide moderate venue cleaning and frequent administrative tasks for events. Our beautiful and historic buildings are prized assets, and the Venue Coordinator plays a critical role in protecting the spaces during event rentals. 

Who you are:

The ideal candidate enjoys working independently, loves interacting with people, excels at physical work, and is able to remain calm and collected in stressful circumstances. They must be reliable, responsible, and organized. Qualified candidates must also be effective team players, with demonstrated ability to work with demanding clients and a personal drive to exceed client satisfaction. A commitment to working effectively with clients from diverse cultures and experiences is a must.   

Primary Responsibilities:

(The activities listed below represent the core functions of this position.  A candidate will be assessed on their ability to successfully fulfill or quickly learn these functions.)

• Set up and teardown for events, lifting and/or moving furniture; physical work is involved and prominent. Example: breaking down 100+ chairs and 20+ tables. 
• Primary contact for clients during events, providing outstanding customer service, and proactively anticipating client needs. Must enjoy client interactions, keeping clients happy, and staying calm in stressful circumstances. 
• Ability to simultaneously adhere to building policies while maintaining a positive interaction with clients.  
• Set up audiovisual equipment and troubleshoot as needed. 
• Light housekeeping of event spaces, including but not limited to wiping down tables and chairs, cleaning bathrooms, vacuuming and mopping floors, taking out the trash, recycling, composting, etc. 
• Light maintenance duties of event spaces, including but not limited to changing light bulbs, cleaning windows, performing minor fixes and repairs, sweeping exteriors, etc.
• Administrative duties: database work in Event Management Software, Diagramming Software, social media, scanning, printing signage, filing, and maintaining office organization. Training available. 
• Other duties as assigned. 

Responsibilities and tasks outlined in this document are not exhaustive and may change as determined by the needs of the organization or employee.

Key Qualifications and Transferrable Skills:

• Commitment to marriage equality and racial justice, with a demonstrated ability to interact effectively with people from diverse cultures and experiences.
• Able to lift 50lbs or more (must be able to move event facility furniture on your own).
• Customer service oriented with excellent communication and interpersonal skills, including with people from different races, ethnicities, cultures, and backgrounds. 
• Experience in events/catering preferred, or transferable skills. 
• Must possess interest in event coordination. 
• Highly personable, proactive, and self-motivated. 
• Ability to prioritize as the situation demands. 
• Ability to problem solve and troubleshoot as needed. 
• Enthusiasm and knowledge about audio/visual equipment are a plus.  

• Works well in a fast-paced environment. 
• Ability to do repetitive tasks (set up/teardown). 
• Must be organized and able to pay attention to minute details. 
• Must be reliable and responsible.  

Working conditions:

• Ability and enthusiasm for executing physical tasks. Able to lift 50 pounds or more repeatedly. Must be able to move event facility furniture/ 3-4 times a week.
• Occasional janitorial duties assigned, including but not limited to restroom duty, catering kitchen clean up, cleanup of spillage during an event (occasional bodily fluids involved), trash/recycle/compost removal, vacuuming/sweeping/mopping.
• Occasionally onsite until 1am.

COMPENSATION AND BENEFITS

• Full-time hourly
• $19.23 per hour 
• Generous benefits package that includes:
  • Medical, dental, and vision coverage
  • Short-term & Long-term disability, group term life, employee AD&D coverage, and generous retirement contributions in accordance with the Trust’s policies
• The Historic Trust is an equal opportunity employer

How to apply:

                Email cover letter and resume to Employmentapplications@thehistorictrust.org or online through Indeed or Glassdoor