Events & Rental Coordinator

Princeton Day School; Cedar Grove (NJ); On-site; USD 34,000 - 48,000; Full time

Benefits offered by this job

Benefits package

403(b) match

Paid time off

Job summary

Princeton Day School in Cedar Grove, NJ is seeking an Events & Rental Coordinator to manage the end-to-end setup, execution, and teardown of campus events.

You will coordinate facility usage with stakeholders, oversee rental billing, maintain FMX and Google calendars, and ensure all events run smoothly, including major alumni and community events.

The role requires physical stamina, strong organization, and the ability to work some evenings and weekends, with a competitive benefits package.

Qualifications

• Coordinate all facility rentals and use with the corresponding stakeholders to ensure all event needs are met.
• Oversee the billing for facility rentals and subsequent payment from rental customers.
• Process all event requests submitted through our FMX system and manage calendars.
• Coordinate the execution of rentals and events and equipment.
• Support the planning and execution of Summer Programs and vendor coordination.

Responsibilities

• Coordinate facility rentals across multiple venues and stakeholders.
• Manage FMX and Google calendars; keep calendars aligned.
• Coordinate setup, breakdown, and on-site event delivery.
• Coordinate rental equipment, furniture, and staffing with internal teams.
• Process invoices via Blackbaud portal; handle payments.

Skills

Organizational skills

Interpersonal skills

Google Workspace

Microsoft Office

Event coordination

Independent work

Multitasking

Deadline management

Communication

Team collaboration

Tools

FMX

Google Calendar

Blackbaud

Job description

Princeton Day School is seeking an Events & Rental Coordinator who would be responsible for the physical set up, breakdown, and logistical success of campus events from start to finish. The Event & Rental Coordinator works with community members and external renters to coordinate facility usage and event setup and break down. To achieve these objectives, the Event & Rental Coordinator is the point of contact with the calendar committee, facilities department, security department, business office, Princeton Day School community members, external renters and faculty/staff members in reference to all school-sponsored events, facility usage and rentals.

Essential Functions

Facility Rentals and Use

• Coordinate all facility rentals and use including the School Building, The Athletic Center (for non-athletic events), Colross, Pretty Brook Farm, Fields (for non-athletic events) and all other Princeton Day School venues.
• Coordinate all facility rentals and use with the corresponding stakeholders to ensure all event needs are met and all stakeholders are on the same page.
• Oversee the billing for facility rentals and subsequent payment from rental customers.

On Site Event Coordination

• Process all event requests submitted through our event management system (FMX), which includes, but is not limited to confirming the form was fully completed and contains all of the necessary information, confirming requested spaces are available, confirming all required approvals have been obtained and that the event is ready to be put on the calendar.
• Manage the FMX and Google event calendars
• Keep the Facilities Master Event Calendar updated and aligned with the FMX and Google calendars.
• Coordinate the execution of all rentals and events that occur at Princeton Day School that are not directly sponsored by Princeton Day School, which include but are not limited to The Chinese School and Parent Association Events and Programs.
• Coordinate the execution of all Princeton Day School sponsored events including but not limited to Alumni Weekend, New Family Cocktail Reception, 50th Reunion, End of Year Class Parties, Lifer's Dinner, Baccalaureate Dinner, End of Year Closing Ceremonies and Commencement.
• Coordinate rental and inventory of all necessary event equipment including but not limited to tables, chairs, linens, tents, staging, sound, lighting and all other equipment.
• Coordinate all expenditures related to events with the stakeholder responsible for funding the event
• Collect and process all invoices related to events and rentals through Blackbaud portal

On Site Event Contact

• Coordinate final walk throughs with Stakeholders.
• Be present for major events to ensure all goes smoothly, including some nights and weekends. Major events will be identified in concert with the supervisor.
• Work with the supervisor to designate a contact to take ownership of events that cannot be attended.
• Work with the buildings team to coordinate boiler coverage for weekend and evening events

Set Up for Events

• Set up all furniture and equipment needed for a successful event which includes, but is not limited to, tables, chairs, tablecloths, podiums, centerpieces, flowers and sound systems.
• Coordinate rental company delivery, setup and breakdown when utilized.
• When necessary, coordinate the support needed from internal stakeholders including, but not limited to, Facilities, Security, IT and the Kitchen.

Summer Programs

• Support the planning and implementation of the 7 week PDS Summer Program season in conjunction with the Summer Programs Manager
• Provide support in the preseason helping with setup, registration, and parent questions
• Collaborate with Summer Programs Administrators on all other summer needs
• Partner with outside vendors including processing rental agreements, supporting preparation periods, and communicating with leadership when needed.
• Work with internal groups like communications and admissions to make the PDS Summer Programs experience one that aligns with our communities mission, visions, and values.

Competencies and Physical Demands

• Excellent organizational and interpersonal skills
• Excellent technology skills including Google Products, Microsoft Products as well as other software
• Ability to work independently
• Ability to handle multiple tasks with competing priorities
• Ability to coordinate multiple projects at once with varying deadlines
• Problem solver and creative thinker
• Ability to follow oral and written directions
• Ability to collaborate with colleagues across the institution
• Energy and enthusiasm to ensure a positive experience for all constituencies
• Ability to work in hot and cold environments, dark environments, or loud environments
• Ability to stand and walk for 8 hours
• Ability to lift, push or pull 50 pounds

Compensation Range: $25.00-$35.00 per hour (this role is eligible for benefits)

At Princeton Day School, offering a comprehensive and competitive benefits package is one way we recognize our employee's contribution to the success of the school and our role in helping our employees and their families be healthy, feel secure and maintain work/life balance. Full-time and part-time employees who are regularly scheduled to work 30 hours or more per week are eligible for PDS' competitive benefits package that includes medical, dental, and vision insurance as well as a generous 403(b) match, paid time off, and many other valuable benefits.

Princeton Day School is the region's premier independent day school for students from Pre-K through Grade 12. We aspire to create a diverse, equitable and inclusive community in which all members are seen, challenged, affirmed, respected and valued. Nestled on a picturesque 106-acre campus just two miles from Downtown Princeton and with a history dating back to 1899, PDS provides students with unparalleled opportunities for discovery, exploration and innovation and seeks employees who are passionate about their work and who embrace the importance of lifelong learning.

Qualified candidates should submit the following to be considered:

• Resume
• Three (3) professional references