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Facilities Rental Coordinator

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POSITION SUMMARY:

The Facilities Rental Coordinator is responsible for providing customer service to potential rental clients and coordinating all logistical aspects of the National Museum’s on-site facilities rental program. Position is responsible for developing and implementing a marketing strategy to sustain and promote the event rental program. Will interface with clients and assist with planning and implementation of their event, position also provides oversight for internal space reservations. Once an event is booked, the Facilities Rental Coordinator will work with client from beginning to end in to execute the event. This position includes weekend and evening hours and requires some flexibility on scheduling based upon facilities rental schedule.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

  • 1. Receives inquiries from potential 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. Prepares all billing invoices for facility rentals and tracking of invoices and accounts receivable. Follows up with clients to resolve any invoice issues and overdue accounts.
  • 3. Manages 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 updates the rental package as needed. Assists with maintaining Facilities Rental information page on janm.org and updates information as needed for free marketing assistance with local event/tourism agencies.
  • 4. Facilities Rental Coordinator will plan and implement both external and internal events for clients with coordination with contracted Event Coordinator as needed. Maintains the internal room reservation calendar and responds to internal request for room reservations. Responsible for minimal AV set up of laptop, projector, and projector screen for internal room reservations.
  • 5. Develops and maintains marketing tools to promote museum space. Facilities Rental Coordinator will work on building and maintaining client relationships in order to continue ongoing events from clients.
  • 6. Notifies Facilities/Security Manager of any repairs that may be necessary to the facility, as it pertains to rentals. Assists in updating the internal schedule for maintenance. Works with Facility/Security Manager to schedule Custodial, AV or Event Security Guards.
  • 7. Provides high quality customer care and service to all users of facilities including hands-on logistical support, planning and trouble-shooting for external clients before, during, and after events. Coordinates scheduling and activities for all on-site rentals. Ensures that the Catering Kitchen and equipment is clean for rentals and needed supplies are stocked in rentals office.
  • 8. As needed, Facilities Rental Coordinator provides assistance to contracted Event Coordinator to schedule and implement events for Zocalo Public Square and on-site film shoots scheduled through Hollywood Locations Company.
  • 9. 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.
  • 10. 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 on select Saturdays of the month.

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 communications, marketing, humanities or related field preferred; or an equivalent combination of education and experience. Knowledge of Japanese American history and culture a plus.

Experience/Knowledge: At least 3 years of event planning or marketing & customer service experience. Prior experience working with volunteers in a museum or non-profit setting beneficial. Prior experience in an administrative assistant role or with handling payments in a museum or office setting is preferred. 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 with attention to detail 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. Ability to adjust and provide appropriate action when unanticipated need arises. Familiarity with Little Tokyo Community desired and must be able to work evenings and weekends as needed.

Communication: Excellent communication and negotiation skills. Must be able to provide courteous and effective service to co-workers, volunteers, clients 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, correspondence and fill out floor plans/diagrams. Ability to effectively present information in one-on-one and small group format.

Computer: Computer literate, Internet savvy, and experience with MS Word, Excel, Power Point, Gmail and Google Calendar preferred, speed and accuracy are essential. Knowledge of social media outlets, Twitter, Facebook, Wix.

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 25 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: Vice President of Finance & Administration, L. Alexander
Positions supervised: None

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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