Sales and Rentals Coordinator

Colburn School; Los Angeles (CA); On-site; USD 60,000 - 80,000; Full time

Job summary

The Colburn School seeks a Sales and Rentals Coordinator to manage and coordinate external and internal events. This role requires overseeing rentals and sales activities, maintaining client relationships, and ensuring exceptional service standards. A successful candidate will have at least a Bachelor's degree and experience in event planning or hospitality sales.

Benefits

Medical and dental insurance

Paid holidays and sick leave

Retirement benefits with employer contributions

Discount at Colburn School Café

Access to performances each year

Qualifications

• Minimum of 2 years of experience in rental sales, events, or catering.
• Hospitality sales experience required.
• Experience with creating menus and BEOs required.

Responsibilities

• Coordinate and manage external and internal rental events.
• Serve as primary contact for rental clients and ensure event execution.
• Communicate effectively with various departments to facilitate events.

Skills

Customer Service

Event Planning

Sales

Communication

Organization

Education

Bachelor’s degree

Tools

MS Office Suite

CRM

Job description

Position Summary: Reporting to the Facilities Scheduler and Rentals Manager, the Sales and Rentals Coordinator sells and coordinates external rental events and internal School events on campus, including concerts, rehearsals, meetings, classes, and academic-based hospitality. This role manages the scheduling, staffing, and planning of events to meet contractual obligations and uphold excellent customer service standards internally and externally. Your job is to own the client experience from inquiry to execution and follow up, and to work closely with internal departments including philanthropy, communications, accounting, and academic units as clients and partners.

Essential Functions:

Sales and Marketing

• Be a primary point of contact for external rental clients, and be responsible for increasing sales targets for those events, especially through growth in hospitality services.
• Act in a sales/marketing capacity by meeting with and providing tours for potential campus users/clients.
• Serve as a sales representative and liaison for Colburn Café catering, external equipment rentals, and other requested vendor services to ensure that client’s needs are met and that their event is successfully executed while ensuring campus safety and maximizing profitability.
• Maintain relevant web pages of the Colburn School website in coordination with the Communications department. Update facility photos and event calendar listings to accurately reflect the rental opportunities and encourage increased sales and usage.

Scheduling and Facilities Coordination

• Manage and supervise space usage for all areas of campus that are leased to outside entities and used by internal entities from a 420 seat professional concert venue to outside social spaces, classrooms, lobbies, and everything in between.
• Process space rental bookings, execute timely and accurate contracts, invoices, and follow-up communication for all clients.
• Responsible for data entry into ASIMUT, Colburn’s web-based venue management software, including hall reservations, resource requests, and any additional client requirements. Responsible for maintaining an accurate and comprehensive shared calendar for the entire Colburn campus based on ASIMUT calendars.
• Effectively communicate information to your manager and related departments through written correspondence, oral communication, data analysis, and preparation of reports on sales and other KPIs.

Event Planning and Coordination

• Staff external client events, which may include managing internal event communications as well as external vendor communications and onsite preparation, decoration, and service. Be present for every event you book, and some events that are booked by others. Night and weekend hours will be common for this position.
• Bring to life approximately 25 internal events annually for the School, including student and faculty receptions, staff celebrations, meeting catering, and more. This will include working directly with the academic units of the School and managing themes, decorations, RSVPs, and hospitality, in addition to production needs.
• Coordinate with Stage Management Department, Audio/Visual Department, Piano Technology Department, and Security Department to ensure that staff and all production-related equipment are scheduled as needed for all events.
• Create polished BEOs and proposals to share with external clients and internal constituents.
• Communicate event details with staff and faculty across units and departments by producing event orders to be distributed through the Production department and to other departments as needed.
• Participate in the implementation of life safety and emergency programs as needed for the safe execution of events at the campus and to promote a safe working environment for all employees.
• Build strong vendor relationships with rental companies, catering partners, and other external service providers. Apply for Temporary Special Events permits through LAFD/LADBS. Serve as primary point of contact for the fire inspector.
• Maintain strong working relationships with internal departments to help improve internal communications and develop strong, repeat, long-term client relationships beyond a singular rental.

Administration

• Maintain and update client files and customer contact information for reporting and historical data collection. Data integrity is paramount for cross-departmental communication.
• Work with the Director of Production to ensure that production budgets are followed and be responsible for revenue growth related to the production department KPIs.
• Coordinate with Philanthropy Department and President’s Office staff to ensure timely and accurate information flow about external clients and internal activity.
• Serve as a backup for the Production Coordinator’s responsibilities for internal space reservations.
• Maintain and enforce operational procedures and perform other duties as may be required.
• Help ensure a positive and creative environment for the Production department and its department partners.

Requirements: Ability to plan, service, and supervise a variety of events; anticipate equipment and other needs for individual events; prepare effective reports and correspondence; identify potential problems and make necessary plans for corrective action; establish and maintain effective working relationships with faculty, staff, and the general public; ability to work on many projects simultaneously and meet deadlines; work effectively in a highly collaborative and communicative team environment; thrive in a fast paced environment with high volume of work; operate office equipment.

Knowledge and Abilities:

• Bachelor’s degree and minimum of 2 years of experience in rental sales, events, or catering; hospitality sales experience required; Experience with creating menus and BEOs required;
• Knowledge of principles and techniques in audio-visual systems and other equipment and practices typical to the industry; public fire and safety regulations.
• Exceptional organizational ability and attention to detail: ability to manage multiple projects and multiple tasks effectively, working with various external and internal constituents, exhibiting calm and courteous behavior;
• Demonstrates integrity, possesses high emotional intelligence and interpersonal savvy; demonstrated ability to provide superior customer service experience with a high degree of professional conduct;
• Ability to decipher, communicate and manage intricate details along with handling confidential and proprietary information sensitively and discreetly;
• Ability to follow direction and work in a team environment;
• Enthusiasm, creativity, a positive sense of humor and a can-do attitude;
• Excellent professional writing and oral communication skills;
• Must be open to working a flexible schedule including weekends, evenings, and night hours;
• Knowledge MS Office Suite required; experience with CRM;
• Experience in an educational setting, especially a professional performing arts institution, is preferred.

Company-wide Benefits

• Motivational culture of world-class artistic and production excellence;
• Inspiring educational setting;
• Paid holidays, sick leave, and vacation;
• Paid break over the winter holiday, including Christmas and New Year’s Eve and Day
• Excellent retirement benefits, including immediately vested employer contributions and additional optional matching contributions;
• Medical and dental/vision/disability/life-insurance;
• Experience internationally renowned music and dance performance through complimentary access to over 350 performances each year, and special access to the neighborhood Broad and Museum of Contemporary Art museums;
• 10% discount at the Colburn School Café.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Position requires seated work, standing work, moving equipment, computer work, and customer service contact via phone and in person. Must be able to lift and or move up to 20 pounds, reach with arms, crawl, hear, and speak.

Work Environment: Work is performed in a mixture of an indoor office setting with extended periods at a computer and active, across campus and outdoor activity. The work environment may include backstage of concert halls, dance studios, rehearsal halls, and outdoor events. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions.

Emotional:

Ability to develop and maintain effective working relationships involving interactions and communications personally, by phone and in writing with a variety of individuals and/or groups of individuals from diverse backgrounds on a regular, on-going basis; ability to concentrate on detailed tasks for extended periods of time and/or intermittently while attending to other responsibilities; ability to work effectively under pressure on multiple tasks concurrently while meeting established deadlines and changing priorities.

Working Conditions:

Primarily indoor office environment; frequent contact with and interruptions by individuals in person or by phone.

Compensation and Benefits: This is a full-time, non-exempt, onsite, 40 hours per work week working (plus the required minimum 30-minute meal break) and will include frequent weekends and evenings. The pay range is $23.69 - $26.26 per hour depending on skills, experience, and ability level. The Colburn School offers excellent benefits including medical, dental and vision insurance plans; Long Term Disability, Short Term Disability and Life Insurance plans; paid sick leave and vacation; a 403(b)-retirement plan with a generous employer matching contribution.

Equal Opportunity Employer
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