Events and Facilities Administrator

Events and Facilities Administrator

Peachtree Road United Methodist (PRUMC)

General Description

The Events and Facilities Administrator is a dual position reporting to the Events Services Planner and the Property and Facilities Manager. The Events Administrator is responsible for booking tours, overseeing event set-up/take-down, attending events as needed, creating contracts, invoicing, billing and filing. Types of events may include Sunday luncheons, Church sponsored forums and concerts, non-profit business meetings, UMC GA Conference wide meetings, blood drives, voting site etc. The position partners with property management (PM), security, food service, AV and other staff as needed for the smooth execution of events. This administrator will be the first point of contact for events and maintenance calls and questions and will be a subject matter expert on the Events and Maintenance Management System (eSpace). Administrative duties will include but not be limited to tracking & ordering inventory, payables, contract creation, billing and filing.

This is a full-time non-exempt position. The work week is Wednesday through Sunday with flexibility determined by the church events calendar.

Essential Job Functions

• Oversee internal church and external customer meetings/events. This includes event set-up, attending/overseeing the event as appropriate and break-down.
• Meet high hospitality expectations and standards when interacting with PRUMC staff, members and outside groups. This includes informative facility tours, timely and effective correspondence/communication, collaborative solutioning, accurate invoicing and forming positive relationships to encourage future bookings.
• Ensure accurate and detailed data when processing maintenance payables, processing security protocols, taking inventory, creating event contracts and event invoicing.
• Attend weekly team planning meetings with PM staff, AV, food service, security and other staff as needed.
• Maintain and update event signage throughout the campus as needed.
• Order promotional materials. Source inventory and equipment as needed.
• Train staff on eSpace and event processes and procedures.
• Maintain the employee badge system and processes.

Knowledge, Skills and Abilities

• Excellent written and verbal communication skills and the ability to work with all levels of the organization and a diverse mix of members and guests.
• Maintain positive relationships with others and support the larger team to reach common goals.
• Attention to detail and willingness to be "hands on" for a successful event.
• Able to prioritize in a fast-paced environment and offer solutions for success.
• Proven ability to maintain a high level of customer satisfaction.
• Move, lift, carry, push, pull, and place objects weighing less than or equal to 25 pounds without assistance. Reach overhead and below the knees, including bending, twisting, pulling, and stooping. Stand, sit, or walk for extended periods of time.

Education and Experience

• High school diploma required. College degree preferred.
• Three to five years as an events administrator/coordinator and/or administrative experience.
• Familiarity using software solutions and/or database management. Experience with scheduling software, working with eSpace, Shelby, EMS, and/or Social Tables is a plus.
• Managed multiple projects and met tight deadlines.
• Experience pricing, billing and receiving funds.
• Preferred: experience working with volunteers, non-profits, and supervising facility staff.