Venue Coordinator

NOVA Parks; Leesburg (VA); On-site; USD 25,000 - 36,000; Full time

Job summary

NOVA Parks in Leesburg, VA seeks a Venue Coordinator to help plan, coordinate, and execute management plans for event rental sites. The role involves handling inquiries, coordinating with site staff and caterers, and assisting with marketing outreach.

Key duties include reserving space, liaising with renters, managing payments and contracts, and generating reports. The position requires strong communication, customer service, and the ability to work weekends during peak season.

Qualifications

• Graduation from high school.
• Flexible schedule including most weekends during wedding season.
• Ability to perform routine custodial duties and event setup/cleanup.
• Knowledge of event facility management preferred but not required.
• Knowledge of marketing principles and promotional planning.
• Knowledge of reservation practices and procedures.
• Knowledge of basic event catering functions.
• Ability to develop and maintain relationships with coworkers and outside vendors/contractors.
• Strong customer service and public relations skills; ability to communicate clearly.
• Ability to prepare and present accurate reports.
• Proficient with personal computers and various software applications.
• Possession of or ability to obtain and maintain driver's license.
• Availability to work evenings and weekends at events.
• Ability to obtain food service certification.
• Certification in CPR and First Aid, or ability to obtain.
• Regular and predictable attendance is essential.

Responsibilities

• Respond to verbal and written inquiries for information about NOVA Parks rental facilities.
• Work closely with in-house site and Catering staff as well as outside event staff.
• Assist with planning and participation in wedding shows, open houses, and outreach.
• Provide information on various events and rentals.
• Reserve required space/facility and ensure readiness for event.
• Serve as liaison between renters and NOVA Parks; oversee events.
• Ensure timely and orderly cleaning of facility before and after use.
• Respond to inquiries for reservations and book reservations.
• Promote and market rental facilities and options.
• Develop new sales leads and correspond with clients to confirm reservations.
• Process payments, issue receipts, and prepare documentation.
• Generate standard reservation permits and contracts.
• Operate PC to prepare correspondence and reports.
• Compile activity reports including bookings, deposits, payments, and leads.
• Order and maintain needed supplies and prepare statistical reports.

Skills

Event coordination

Customer service

Communication

Sales

Public relations

Interpersonal skills

Problem solving

Driver's license

Education

High school diploma

Tools

Microsoft Office

CRM software

Job description

The Venue Coordinator is responsible for assisting with planning, developing, coordinating, and executing an operational management plan for NOVA Parks event rental sites.

Pay Rate: $20.00 per hour

Major Duties/Specific Tasks

• Respond to verbal and written inquiries for information about NOVA Parks rental facilities.
• Work closely with in-house site and Catering staff as well as outside event staff.
• Assist with planning and participation in wedding shows, open houses, and other facility marketing outreach.
• Provide information on various events.
• Reserve required space/facility and ensure readiness for event.
• Serve as liaison between renters and NOVA Parks in the absence of the Facility Manager and Park Manager; oversee events.
• Ensure timely and orderly cleaning of facility before and after use.
• Respond to inquiries for reservations and book reservations.
• Promote and market rental facilities by providing information on other facilities and rental options.
• Actively develop new sales leads.
• Correspond with clients to confirm reservations, to initiate prompt payment and/or to make special arrangements as requested or required; communicate those needs with management.
• Receive and/or process payments, issue receipts, prepare other documentation as needed.
• Generate standard reservation permits and contracts.
• Operate personal computer to prepare correspondence and/or reports.
• Compile detailed activity reports to include bookings, cancellations, deposits, payments, sales projections and leads.
• Order and maintain needed supplies.
• Prepare various statistical reports.

Minimum Qualifications:

• Graduation from high school.
• Availability to work a flexible schedule including most weekends during wedding season.
• Ability to perform routine custodial duties such as cleaning restrooms and stocking supplies, sweeping floors and helping with preparation and clean-up of special events.
• Knowledge of principles, methods, and practices involved in Event Facility Management preferred but not required.
• General knowledge of marketing principles and techniques with ability to assist with the development and implementation of an effective, results-driven promotional plan.
• Knowledge of reservation practices and procedures.
• Knowledge of basic event catering functions.
• Ability to develop and maintain effective relationships with co-workers, and partnerships with outside vendors/contractors/associations.
• Considerable ability to identify and isolate problems and to initiate appropriate actions.
• Considerable ability to deal courteously and effectively with the public and special interest groups, and to provide a strong, positive public relations program; w/considerable ability to interpret and explain NOVA Parks policies, rules, and procedures to employees and to the public.
• Considerable ability to communicate clearly and effectively with ability to prepare and present accurate reports.
• Working knowledge of personal computers and various software applications.
• Possession of or ability to obtain and maintain driver's license with safe driving record.
• Availability to work evenings and weekends at special events and/or ceremonies.
• Ability to obtain food service certification.
• Certification or ability to obtain certification in CPR and First Aid.
• Regular and predictable attendance is an essential function of the position.