Venue Coordinator

NOVA Parks; Vienna (VA); On-site; USD 23,000 - 32,000; Full time

Job summary

NOVA Parks in Vienna, VA is seeking a Venue Coordinator to assist with planning, coordinating, and executing an operational management plan for our event rental sites.

The role will respond to inquiries, coordinate with in-house and outside staff, promote facilities, reserve spaces, and help with marketing outreach and sales leads. Evening/weekend availability is required during wedding season.

Qualifications

• High school diploma.
• Flexible schedule incl. weekends (wedding season).
• Custodial duties: cleaning restrooms, stocking supplies, event prep and cleanup.
• Event facility management knowledge (preferred).
• Marketing concepts and promotion plan knowledge.
• Reservation practices knowledge.
• Basic event catering knowledge.
• Ability to build relationships with coworkers and vendors.
• Strong problem identification and action initiation.
• Excellent public relations and communication skills.
• Computer skills and basic software knowledge.
• Valid driver's license with clean record.
• Evenings/weekends availability for events.
• Food service certification obtainable.
• CPR and First Aid certification obtainable.
• Regular and predictable attendance.

Responsibilities

• Respond to inquiries about NOVA Parks rental facilities.
• Work with in-house site, catering staff and outside event staff.
• Assist with wedding shows, open houses, and facility marketing outreach.
• Provide information on various events.
• Reserve space/facility and ensure readiness for events.
• Liaise between renters and NOVA Parks; oversee events.
• Ensure timely cleaning of facilities before and after use.
• Respond to reservation inquiries and book reservations.
• Promote rental facilities and options to clients.
• Develop new sales leads.
• Communicate needs for reservations and payments with management.
• Receive payments, issue receipts, prepare docs.
• Generate reservation permits and contracts.
• Prepare correspondence/reports on PC.
• Compile activity reports: bookings, deposits, payments, leads.
• Order and maintain necessary supplies.
• Prepare various statistical reports.

Skills

Event coordination

Customer service

Communication

Marketing concepts

Relationship building

Education

High School Diploma

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.