Events and Facilities Coordinator

The Regional Municipality of Durham; Atlanta (GA); On-site; USD 45,000 - 65,000; Full time

Job summary

The Regional Municipality of Durham seeks an Events and Facilities Coordinator responsible for managing various events, overseeing set-up and collaboration with staff. Candidates should possess strong communication skills, a hospitality mindset, and experience in event management. The role includes administrative duties and requires a high school diploma, while a college degree is preferred.

Qualifications

• 3-5 years as an events administrator/coordinator.
• Familiarity with software solutions and database management.
• Experience pricing, billing, and receiving funds.

Responsibilities

• Manage all internal and external events and the events calendar.
• Oversee event set-up and take-down.
• Coordinate and communicate with all event-related staff.

Skills

Customer satisfaction

Leadership

Communication

Attention to detail

Problem-solving

Education

High school diploma

College degree (preferred)

Tools

eSpace

Scheduling software

Job description

Events and Facilities Coordinator

Peachtree Road United Methodist (PRUMC)

General Description

The Events and Facilities Coordinator reports directly to the Property and Facilities Manager. This position is responsible for managing all of PRUMC’s internal and external events, the events calendar, overseeing event set-up/take-down, attending events as needed, creating contracts, invoicing, billing and filing. The position partners with property management (PM), security, food service, AV and other staff as needed for the smooth execution of events. Types of events may include Sunday luncheons, Church sponsored forums and concerts, UMC GA Conference wide meetings, external non-profit and for-profit meetings/events, blood drives, voting site etc. Weddings and funerals are not within the scope of this job.

The coordinator will be the first point of contact for events and maintenance calls/questions and will be the subject matter expert on the Events and Maintenance Management System (eSpace). Administrative duties will include but not be limited to tracking & ordering inventory, Event and Facilities payables, contract creation, invoicing/billing and filing.

This is a full-time salaried position. The work week is Monday – Friday but hours flex to include evening and weekend events when necessary.

Essential Job Functions

• Meet high hospitality expectations and standards at all times.
• Oversee internal church and external customer meetings/events. Church events are our primary focus.
• Effectively coordinate, collaborate and communicate with all event related staff for smooth execution of events. This includes leading a weekly planning meeting with PM staff, AV, Food service, security and other essential staff members.
• Provide informative facility tours, timely and effective communication, collaborative solutioning, accurate invoicing and build positive relationships with external event clients to encourage future bookings.
• Manage incoming internal and external event inquiries and maintain the church calendar of events.
• Ensure accurate and detailed data when processing event and facilities payables, taking inventory, creating event contracts and event invoicing.
• Maintain and update event signage throughout the campus as needed.
• Order promotional materials. Source inventory and equipment as needed.
• Oversee the Events and Maintenance Management System (called eSpace). Train staff on eSpace and event processes and procedures.

Knowledge, Skills and Abilities

• Proven ability to maintain a high level of customer satisfaction with a hospitality mindset.
• Can lead peers without direct authority.
• 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.
• Continuous process improvement.
• 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.
• 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 our campus 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 that includes event set-ups and take downs.
• Familiarity with using software solutions and/or database management. Experience with scheduling software or 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.