Special Occasions Coordinator

The Small Museum Association; Union (NJ); Hybrid; USD 25,000 - 39,000; Part time

Job summary

Liberty Hall in Union, New Jersey, is seeking a part-time Special Occasions Coordinator to manage and grow its rentals and special events program. You will work with the Executive Director and Grounds Director to coordinate all rentals, create contracts, and develop floor plans while ensuring exceptional service in a historic setting.

The role requires evening/weekend availability during peak season and hands-on coordination with caterers and vendors, with opportunities to promote events online.

Qualifications

• Part‑time hybrid position.
• Evenings and weekends availability required during peak rental season (April–October).
• Experience with event management and floor-planning software preferred (Social Tables, Cvent, Prism).
• Ability to lift and move up to 50 pounds and stand for a substantial portion of the day.

Responsibilities

• Respond to inquiries and schedule site visits.
• Guide clients through consultations, tours, contracts, and payment schedules.
• Coordinate, book, and oversee all rentals on the property.
• Create and execute rental contracts and event documentation.
• Create floor plans and event layouts.
• Assist with setup/breakdown of events.
• Coordinate with caterers and outside vendors (contracts, insurance, licensing, deliveries).
• Maintain communication with clients and vendors throughout planning.
• Update rental/ wedding listings online and ensure invoices are current.
• Create marketing materials to promote rentals and events.

Skills

Creativity

Excellent communication

Strong organizational skills

Bilingual (Spanish & English)

Independent work

Education

Bachelor’s degree (any field)

Three years’ equivalent experience in event planning/hospitality/catering

Tools

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.

Essential Duties

• 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.
• A "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.