Facilities Rental Coordinator
The Facilities Rental Coordinator is responsible for providing customer service to potential rental clients and coordinating all logistical aspects of the 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
- Oversee the day to day facilities rental operations. Plans and implements events for rental clients with a focus on medium and large scale event to successful outcome. With assistance from the Facilities Department Administrative Assistant, receives inquiries from potential rental clients (phone, email, and walk-ins), answers basic questions, provide rental information packet and books events. Will be required to take potential clients on walk-through of the facility as needed. Follow up on service for small space event rentals and provide planning assistance to Facilities Administrative Assistant.
- Prepares client event contracts and forwards necessary information to Facilities Administrative Assistant for preparation of invoicing for facility rentals. As needed will support Facilities Administrative Assistant in maintaining 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.
- Manages rental contracts, fees, city approvals for event set up with fire marshal, and other logistical 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. Maintains Facilities Rental information page on janm.org and updates information as needed for free marketing assistance with local event/tourism agencies.
- Facilities Rental Coordinator will plan and implement both external and internal events for clients with assistance from Facilities Administrative Assistant. As needed will coordinate with contracted Event planner to execute large, external, multi-day event rentals to ensure success. As needed support Facilities Administrative Assistant in maintaining the internal room reservation calendar and responds to internal request for room reservations (ESpace). Responsible for minimal AV set up of laptop, projector, and projector screen for internal room reservations.
- Develops and maintains marketing tools to promote museum as a rental venue. Facilities Rental Coordinator will work on building and maintaining client relationships in order to continue ongoing events from clients.
- Notifies Director of Facilities/Security of any repairs that may be necessary to the facility, as it pertains to rentals. Assists in updating the internal schedule for maintenance repairs from rental events. Works with Director of Facility/Security to schedule Custodial, AV, or Event Security Guards.
- 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. Responsible for ensuring unit meets revenue goals and budget management.
- Actively strives to ensure a meaningful experience for all rental clients (for increased return rentals), by engaging groups in a broader understanding of the mission and programs of the Museum, and by informing appropriate Museum staff about rentals from target audiences. Participates on cross functional teams as needed.
- As needed, Facilities Rental Coordinator will provide assistance to schedule and implement events for partners/tenants and on-site film shoots scheduled through Hollywood Locations Company.
- Staff members must be able to work with visitors of all ages to support the various events sponsored by the Museum. Each staff member will be expected to work on a minimum of three museum-wide events per year:
- JANM’s Gala Dinner and Auction—(off-site) typically held in the Spring (April-May)
- JANM’s Family Festival Day—Oshogatsu Festival (January)
- JANM’s Family Festival Day—Natsumatsuri Festival (August)
This list is not exhaustive and may be supplemented as necessary. Incumbent will perform related duties as assigned.
Knowledge, Skills, and Abilities
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.
Bachelor’s degree in communications, marketing, hospitality, or humanities preferred; or an equivalent combination of education and experience. Knowledge of Japanese American history and culture a plus.
At least 3 years of special event planning experience. Prior experience working with volunteers in a museum or non-profit setting preferred. At least 2 years prior experience successfully working in a customer focused, administrative support role and 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 and anchor institutions is desired. Requires ability to work evenings and weekends as needed to ensure successful event.
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 literate, Internet savvy, and experience with MS Office and Google Suite, including Gmail, preferred. Familiarity with ESpace is beneficial. Knowledge of social media outlets, Twitter, Facebook, and Wix.
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.
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.
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.
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.
The Facilities Rental Coordinator is a regular, full-time position. Please note, however, that this is an at-will position, meaning that your employment may be terminated at any time, with or without notice, and with or without cause. There is, in other words, no guarantee that you be employed until any date in the future.
Reports To: Director of Facilities & Security, Leonard Redway
Positions Supervised: None