Special Occasions Coordinator

Liberty Hall Museum; New York (NY); Hybrid; USD 28,000 - 34,000; Part time

Job summary

Liberty Hall Museum in Union, NJ, is seeking a part-time Special Occasions Coordinator to oversee the museum's rental and events program. You will handle inquiries, site visits, contracts, floor plans, and vendor coordination in a historic setting.

The ideal candidate has a degree or 3 years' experience in event planning, strong communication, and organizational skills, and is flexible for evenings/weekends during peak season.

Qualifications

• Bachelor's degree or three years' equivalent experience in event planning, hospitality, or catering services.
• Excellent written and verbal communication skills.
• Willingness to work evenings and weekends during peak rental season (April-October).

Responsibilities

• Respond to all special occasion and rental inquiries in a timely and professional manner and schedule site visits to the property.
• Guide prospective clients through consultations, venue tours, booking decisions, pricing discussions, contracts, and payment schedules.
• Coordinate, book, and oversee all special occasion rentals held on the property.
• Create and execute rental contracts and other necessary event documentation.
• Create floor plans and event layouts for each rental.
• Assist with the setup and breakdown of events, as needed.
• Coordinate with caterers and other outside vendors regarding vendor contracts, insurance and licensing requirements, deliveries, pickups, and day-of services.
• Maintain communication with clients and vendors throughout the planning process to ensure successful events.
• Update and maintain the museum's information on rental and wedding websites, including WeddingWire and The Knot, and ensure that all invoices and accounts are current.
• Create marketing materials and assist in promoting rentals and special occasions at the museum and arboretum.
• Work collaboratively with museum staff to ensure rentals are executed successfully while respecting and preserving the historic property.

Skills

Event planning

Hospitality

Communication

Organizational skills

Bilingual Spanish and English

Education

Bachelor's degree or equivalent experience

Tools

Social Tables

Cvent

Prism

Microsoft Office

Google Workspace

Job description

Liberty Hall, a historic house museum and arboretum in Union, New Jersey, is seeking an enthusiastic, knowledgeable, and friendly Special Occasions Coordinator to join our team in a part-time hybrid position.

The Special Occasions Coordinator will work collaboratively with the Executive Director and Director of Grounds to oversee and grow the museum's rental and special occasions program. This position requires creativity, positive energy, excellent organizational and communication skills, and the ability to provide exceptional service to clients while working in a historic museum and arboretum setting.

• Respond to all special occasion and rental inquiries in a timely and professional manner and schedule site visits to the property.
• Guide prospective clients through consultations, venue tours, booking decisions, pricing discussions, contracts, and payment schedules.
• Coordinate, book, and oversee all special occasion rentals held on the property.
• Create and execute rental contracts and other necessary event documentation.
• Create floor plans and event layouts for each rental.
• Assist with the setup and breakdown of events, as needed.
• Coordinate with caterers and other outside vendors regarding vendor contracts, insurance and licensing requirements, deliveries, pickups, and day-of services.
• Maintain communication with clients and vendors throughout the planning process to ensure successful events.
• Update and maintain the museum's information on rental and wedding websites, including WeddingWire and The Knot, and ensure that all invoices and accounts are current.
• Create marketing materials and assist in promoting rentals and special occasions at the museum and arboretum.
• Work collaboratively with museum staff to ensure rentals are executed successfully while respecting and preserving the historic property.

Preferred Skills and Abilities

• Bachelor's degree (any field) or three years' equivalent experience in event planning, hospitality, or catering services.
• Creativity and a passion for helping clients develop and execute their vision for an event.
• “think outside the box” mentality when developing rental opportunities in a historic museum and arboretum setting to increase the museum's profile and generate revenue.
• Enthusiasm, positive energy, and excellent written and verbal communication skills.
• Strong organizational skills and attention to detail.
• Ability to work independently while also collaborating effectively across departments and with outside contacts and vendors.
• Bilingual in Spanish and English is a plus.

Required Qualifications

• This is a part-time hybrid position. Candidates must be available to work evenings and weekends as needed and additional hours and flexibility in scheduling will be required during peak rental season (April-October).
• Confidence using basic computer programs, including Microsoft Office and Google Workspace.
• Experience with event management and floor-planning software, such as Social Tables, Cvent, Prism, or similar programs, is preferred.
• Ability to lift and move up to 50 pounds and remain standing for approximately 50% of the workday.

Compensation

Pay Range: $20–$25 per hour, commensurate with experience.