As of May 15, 2018

Director of Event Rentals & Building Services

Position Summary 

Under the general direction of the President & CEO this position leads and directs the Facility Rentals and Building Services.

The Director of Event Rentals & Building Services is responsible for five key elements:

• Enforcement of a standard of providing superior services and maintaining an immaculate facility

Development and implementation of a strategic business plan to meet revenue goals for each fiscal period

Management of a Sales Manager and Event Coordinators

Management of building custodial services

Management of Interior and exterior design elements, i.e., seasonal/holiday décor and all furnishings used in public spaces

The Director of Event Rentals & Building Services assures a superior level of quality in the cleaning and maintenance of the building which is paramount to the basic function of the museum enterprise.

Essential Duties of the Position

• Design and implement sales strategies to prospect and attract new business from various target categories such as: corporate sector, family events/weddings, social groups, conventions, tour operators, and educational groups

• Market, sell, and solicit for the Museum facility rental program by networking, creating and maintaining relationships with existing and potential clients

Working with the Sales Manager to develop and regularly update a sales cultivation plan for the Museum

Maximize revenue by upselling package offerings, and ancillary revenue opportunities

Regularly track attendance numbers for events and maintain reports of attendance data

Plans, organizes, coordinates, and oversees day-to-day custodial activities.

Assures the proper care, cleaning and maintenance of Museum’s building.

Inspects facilities; coordinates and prioritizes work projects; assigns, reviews, and evaluates the work assigned. 

Develops and prepares work schedules; prioritizes and coordinates duties and assignments of cleaning crews;

Assures effective workflow and facilitates operations; adjusts work schedules as necessary.

Required Education and Experience

• Professional verbal and written communication skills

• Must be organized and detail oriented

• Requires the ability to be  flexible and adapt to change

• Bachelors Degree in Marketing, Sales, Hospitality, Operations, Facilities management or a related discipline

• Ten years of related work experience including at least five years in a leadership role

• Demonstrated ability and experience in the field of event management and facility rental

• Demonstrated ability to assume a leadership role and to establish and maintain effective working relationships with clients, colleagues, volunteers, and members of the public; to exercise tact and diplomacy at all times, and to demonstrate an understanding of protocol and sensitivity to cultural diversity issues

• Microsoft Office skills including proficiency with Word, Excel, Outlook and PowerPoint

• Basic knowledge of Point of Sale systems and online reservation systems

• Experience in training, supervising and motivating staff and/or volunteer

• Proven track record/history of exceeding targets/quotas

• Interior design experience is a plus

Qualified applicants should email a resume, cover letter and portfolio link(s) to This email address is being protected from spambots. You need JavaScript enabled to view it..

As of May 10, 2018

Facility Rental Coordinator

Position Summary 

The Facilities Rental Coordinator assists the customer in production and coordination of events at the Museum. The position is responsible for a number of activities in planning and execution of individual events including: responding to requests for facility rentals, holding client meetings, conducting initial walk troughs, finalizing contracts, working with vendors, setting up/breaking down events, promoting the museum and prospecting clients. The Facility Rental Coordinator acts on behalf of the Museum as a liaison to the client during contracted events, and works closely with Museum staff as well as external teams such as catering contacts and other vendors, to assure smooth and professional outcomes for rentals and events. The Coordinator must be self-directed and flexible, as well as have the ability to anticipate event needs, prioritize, and be able to meet deadlines.

Essential Duties of the Position

• Develops and maintains positive working relationships with Museum contacts including vendors, caterers and internal departments including custodial, engineering and audio visual support teams.

• Provides assistance and guidance to customers in the renting of the facility; assists the client in carrying out the vision of their events.

• Assures effective coordination and outcomes of tactical aspects of client events; conducts problem resolution as needed to assure a seamless and successful client experience.

• Keeping track of finances for individual events (including invoices, check requests, etc.).

Additional Key Responsibilities

• Negotiating contracts, procuring vendors/subcontractors, conceptualizing and implementing small and large scale events, food and beverage processes, and driving the overall customer experience.

• Gather and maintain accurate event information and ensure that event sets ups are accurate and that relevant event information is communicated to appropriate internal departments (Custodial, Engineering, Security, Volunteers).

• Manage payment schedules, receive and process payments and follow up on overdue accounts.

• Schedule and coordinate Facilities Rentals events to specification; provide facilities expertise and support to scheduled special events.

• Ability to work in a team environment.

• Ability to work in a fast-paced environment and able to juggle, shift gears and maintain a sense of humor.

• Ability to work with a flexible schedule in order to be available for scheduled events, including nights, weekends, and holidays.

• Ability to negotiate with clients and maintain effective working relationships.

• Convert clients into committed customers through on-site visits/meetings, property tours and proactive communication.

• Be onsite to manage all assigned events.

Required Education and Experience

• Bachelor degree in Communications, Marketing, Event Management or related field preferred.

Ability to work a flexible schedule including nights, weekends and holidays required.

Demonstrated proficiency in computers with ability to learn departmental systems.

Two (2) years of event coordinating a MUST.

Qualified applicants should email a resume, cover letter and portfolio link(s) to This email address is being protected from spambots. You need JavaScript enabled to view it..