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Facility Rentals Coordinator Job Description

The Facility Rentals Coordinator talks to all people interested in renting out the museum space for events, weddings, etc. This position prepares marketing packets for facility rentals, follows up on rental inquiries, gives location tours, and goes out into the community to promote and increase the number of rental events.   They then negotiate the contract for people who hold events at the museum and organize a small staff of facility assistants/ building monitors to oversee each event. They are responsible for making sure each event runs smoothly and for collecting any facility rental fees, insurance forms, reserving the community room, and all other activities related to a rental event and for making sure the museum is clean and organized after each event. They are also responsible for promoting and booking group tours.

  • Promote and market SBMM as a facility rental venue
  • Schedule and conduct tours of the museum for interested facility rental parties
  • Follow-up on phone calls concerning facility rentals
  • Send out facility rental guidelines and other materials as needed in response to rental inquiries
  • Maintain communication and answer questions with clients and event coordinators after booking
  • Ensure client hires appropriate (experienced, registered, etc.) vendors and participate in the necessary walk-throughs no later than two weeks prior to the event, including technology tests
  • Complete rental contracts and process deposit with copy of contract and deposit to Executive Director
  • Reserve Community Room upon confirmation of event
  • Provide catering, valet, and rental info and guidelines to rental party
  • Post event on Master Calendar
  • Recruit, hire, train, and manage facility staff
  • Work/oversee night-time and evening events as deemed necessary by ED
  • Schedule facility staff at least six weeks ahead of event
  • Provide marketing and volunteer coordinators information to ensure posting of early close time on website and at kiosk and store at least one week ahead of event
  • Keep other museum staff updated on status of events, rental drop off times, etc., when applicable
  • Ensure deposit and contract are received upon booking and full payment is received 7 days before event
  • Ensure Liability insurance is received 7 days before event
  • Ensure security is hired for parties as required in guidelines
  • Create info sheet/ email and review with facility staff before event
  • Review post-event status with museum and facility staff
  • Process deposit and deduct costs as needed
  • Follow-up with rental party for feedback and send Yelp or other review info.
  • Prepare marketing packets and have available at all times
  • Increase facility rentals through web postings, internal and external networking, and solicitation of new customers
  • Maintain relationships with caterers and other vendors to ensure good working relationships persist
  • Send rental info to past and new customers
  • Work with Bookkeeper to track deposits and payments
  • Provide reports to Executive Director and/or Deputy Director as instructed
  • Create realistic rental revenue projections with ED and work together to ensure sales goals are reached or exceeded
  • Communicate weekly with Chucks and monthly with the waterfront office about our events (how many people are coming and when do they arrive and leave)
  • Other event rental duties as needed or instructed
  • Promote, market, and book group tours
  • Work with Guest Services Coordinator and Museum Store staff to schedule docents for tours, ensure kiosk staff are informed about tours, and ensure proper payment is received

 

Please email cover letter and resume to ggorga@sbmm.org