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Facilities Rental & Marketing Supervisor

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POSITION SUMMARY:

The Facilities Rental & Marketing Supervisor is responsible for all logistical aspects of the National Museum’s on-site facilities rental program. This position is also responsible for developing and implementing a marketing strategy to sustain and promote the event rental program. The Facilities Rental & Marketing Supervisor interfaces with clients and assists them in the planning and implementation of their event, in addition to providing oversight for internal space programming.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

  • 1. Oversees the day to day facilities rental operation including client relations, event planning, vendor management, event logistics, development of procedures and budget management for event rental marketing. Plans and implements medium and large scale event rentals for clients to ensure successful event. Will act as back up for inquiries from external clients (phone, email, & walk-ins), answers basic questions and provide rental information packet. Will be required to take potential clients on walk-through of the facility as needed.
  • 2. Provides high quality customer and service to all users of facilities including hands-on logistical support, planning and trouble-shooting for external clients before, during and after events. Responsible for ensuring unit meets revenue goals and budget management.
  • 3. Oversee the management of rental contracts, fees and other administrative details of facilities rentals and on-site film shoots. Maintains communication with approved vendors (including Rental Co, caterer, linen rentals, AV, florist etc) and oversees the updates of rental package as needed. Follows up on service for small space event rentals and provides planning assistance as needed to Events Assistant.
  • 4. Actively strives to ensure a meaningful museum experience for all rental clients (for increased return rentals), by engaging groups in a broader understanding of the mission and programs of the National Museum, and by informing appropriate Museum staff about rentals from target audiences. Develop and implement a successful external marketing plan to promote facilities rentals.
  • 5. Oversee the management of the master rental calendar and coordinates internal room reservations requests when Event Assistant is unavailable. Provides cross-training to Visitor Services staff to handle general inquiries about rentals and space availability on weekends or when the Event Assistant is unavailable; works closely with Visitor Services to ensure Google Calendar schedule is updated. Supports Development, Public Programs and Marketing departments and other in-house events and programs as requested.
  • 6. Coordinates scheduling and activities with Hollywood Locations Company for on-site commercial filming and shoots.
  • 7. Ensures that client billing and tracking of invoices and accounts receivable for rentals is up to date. Manages general expenses of Facilities Rental unit.
  • 8. Forwards all pertinent client planning information to Facilities/Security Manager to ensure appropriate Security Guard coverage, A/V Technician and Custodial staff is ready for the event. Follows up as needed to ensure successful event. Supervisor is responsible for set-up, day of coordination and clean up of rentals. Will interface with vendors and security in preparation of rental event and will be available to trouble-shoot and attend to needs of client on day of event.
  • 9. Maintains Facility Rentals information page on janm.org and updates information as needed for free marketing assistance with local event/tourism agencies.
  • 10. Oversee coordination of Facilities Unit staffing and administrative office duties when Facilities/Security Manager is unavailable, includes but not limited to Security Guard Coverage, A/V Technician schedule, Custodial staff schedule modification for rentals, and coordination of contractors for regular routine repairs/maintenance.
  • 11. Staff members must be able to work with visitors of all ages to support the various events sponsored by the National Museum. Each staff member will be expected to work on a minimum of three museum-wide events per year: a) National Museum’s Annual Gala Dinner and Silent Auction- (off-site) typically held in the Spring (April-May) b) National Museum’s Family Festival Day- Oshogatsu Festival (January) or Natsumatsuri Festival (August) c) JANM Free Family Days – Free Admission Family Days held quarterly on select Saturdays. This list is not exhaustive and may be supplemented as necessary. Incumbent will perform related duties as assigned.

This list is not exhaustive and may be supplemented as necessary. Incumbent will perform related duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES:

Qualification Requirements: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education: Bachelors degree in communication, marketing or related field preferred; or an equivalent combination of education and experience.

Experience/Knowledge: At least four years of special events planning experience. Prior non-profit or museum experience desired. Willingness to learn and apply new skills. Ability to multi-task and prioritize. Ability to work well under pressure to meet deadlines. Excellent organizational skills and be detail oriented. Strong proofreading skills and ability to prepare contracts for clients. Professional phone manner is essential. Ability to work in a fast paced team-environment, be a self-starter. Demonstrate commitment and flexibility at all times in order to ensure high quality service. Must be able to work evenings and weekends as necessary.

Communication: Excellent communication and negotiation skills. Must be able to provide courteous and effective service to co-workers, volunteers and the general public. Ability to read and comprehend documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to effectively present information in one-on-one and small group format.

Computer: Computer literate, Internet savvy, and experience with MS Office and Gmail preferred. Familiarity with Altru or similar software a plus, speed and accuracy are essential.

Math: Ability to calculate figures and amounts such as discounts, interest, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.

Reasoning: Act on own initiative. Must be able to comply with institutional policies and procedures. Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Perform successfully when juggling and re-prioritizing multiple assignments in a fast-paced, changing work environment. Reliable follow-through on assigned projects in a complete, well conceived and timely manner.

Physical: 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. While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls. The employee frequently is required to talk or hear. The employee is occasionally required to stand, walk, sit, reach with hands and arms, climb or balance, and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus.

Environment: The work environment characteristics described here are representative of those the employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

REPORTING RELATIONSHIPS:

Reports to: Facilities/Security Manager
Positions supervised: Events Assistant

The Japanese American National Museum reserves the discretion to change this job description at any time.The Japanese American National Museum is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to their race, religion, ancestry, national origin, sex, sexual orientation, age, genetic information, disability, marital status, domestic partner status, or medical condition.

 

 

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