Events & Facilities Coordinator

Central Indiana Educational Service Center Corporation; Indianapolis (IN); On-site; USD 35,000 - 52,000; Full time

Job summary

Central Indiana Educational Service Center Corporation is seeking an Event and Facilities Coordinator to manage daily facility operations and support events with administrative duties. The role includes coordinating room setups, catering, and technology for events, while maintaining supplies and cleanliness.

The ideal candidate has a high school diploma and 1–3 years in facility or event support, strong organizational and communication skills, and proficiency with MS/Google tools and Monday.com.

Qualifications

• Minimum high school diploma or equivalent; 1–3 years in facility maintenance or event support.
• Ability to multi-task and shift priorities as needed.
• Independent yet able to work as part of a team.
• Strong organizational skills and attention to detail.
• Proficient with Microsoft, Google Suite, and Zoom; familiarity with Monday.com.
• Excellent oral and written communication; willingness to learn.
• Able to perform light physical tasks (lifting up to 30–40 lbs).

Responsibilities

• Manage daily facility operations and supplies for events.
• Coordinate event setup, room reconfiguration, and catering as needed.
• Assist with technology setup for events with the tech team.
• Maintain cleanliness and restock supplies for events and meetings.
• Process invoices and credit card logs via Monday.com.
• Attend weekly Events team meetings and participate in social committee activities.
• Support Events Manager with contracts, bookings, and facility communications.
• Assist with furniture/equipment orders and staff relocation as required.

Skills

Multitasking

Independent

Team player

Organizational skills

Communication skills

Adaptability

MS/Google/Zoom

Monday.com

Physical capability

Education

High school diploma or equivalent

Tools

Microsoft Office

Google Workspace

Zoom

Monday.com

Job description

Job Overview:

The Event and Facilities Coordinator plays a vital role in managing daily facility operations, executing events, and providing administrative support to ensure smooth organizational functions.

Performance Responsibilities:

• Maintain Facility Supplies: Copy paper, staplers, etc for P2 workroom
• Ordering and maintaining stock of kitchen supplies and refreshments from Sam's Club/Amazon
• Completing Credit Card Log with each order and/or submitting invoices via the Monday.com system, as appropriate
• Maintain the cleanliness of kitchen linens
• Ordering supplies and special requests submitted via the Maintenance & Supplies Request Forms
• Event Hosting. Proactively supports all CIESC facility needs, including:
  • Set up for all meetings hosted at CIESC.
  • Room reconfiguration.
  • Electrical setup (backup for tech team).
  • Cleaning of tables/chairs.
  • Restock Room supplies (coffee caddies, fridge (if applicable), easel pads, hand sanitizer, Clorox wipes, Kleenex).
  • Create/place directional signage for events.
  • Ongoing room checks to ensure rooms are clean and clutter-free.
  • Assist guests with event catering recommendations/requests
  • Assist with ordering CIESC catering when necessary. (Susie is Primary - you will be backup)
  • Welcome the meeting host/facilitator. Manage beverage/food items as agreed upon during events.
  • Coordinate technology setup for events with the host and the technology specialist.
  • Maintain table linens used for in-house events
• Coordinate water dispenser and coffee machine contracts, maintenance, and supplies
• Communicate with KenMar and cleaning crews when necessary.
• Attend weekly Events team meetings.
• Be a member of the social committee
• Assist the Events Manager with reviewing and scheduling incoming facility booking requests; creating/sending event contracts and invoices; and using the facility's communication plan to communicate with event organizers.
• Assist the Events Manager with ordering furniture, appliances, and other necessary items.
• Assist the Events Manager with staff relocation and other general facility maintenance needs.
• Complete other duties and tasks as assigned by the Events Manager and/or Associate Executive Director.
• Reports to and is evaluated by the Events Manager.

Knowledge and Skill Requirements:

• The ideal candidate for this role should have a minimum high school diploma or equivalent and 1-3 years in facility maintenance, event support, or administrative operations.
• Ability to multi-task and change priorities as needed.
• Capable of effectively working independently with minimal direction and working as part of a team.
• Maintain a positive attitude in stressful situations.
• Strong organizational skills and attention to detail.
• Proficient in Microsoft, Google Suite, and Zoom or similar video conference call platforms.
• Proficiency with or quick adaptability to project and workflow tools like Monday.com.
• Excellent oral, written, and interpersonal communication skills.
• Willingness to learn.
• Ability to perform light physical tasks (lifting up to 30-40 lbs for furniture moves, table/chair setup, cleaning, and stocking supplies).