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Events & Rentals Coordinator

The Events & Rentals Coordinator of The Montpelier Center for Arts & Education supports the day-to-day operations of the center, with primary responsibility for coordinating rentals, events, and volunteer support. The coordinator will also assist with social media promotion of rentals and events, collaborate to update information on the website and other MCAE communication channels, and assist with event marketing materials. The Events & Rentals Coordinator plays a critical role in ensuring an exceptional experience for renters, event participants, volunteers, and community members while helping maximize rental revenue and community engagement.

Professional Qualifications

• A successful candidate for the Events & Rentals Coordinator position will possess relevant experience in event coordination, customer service, office administration, hospitality, nonprofit operations, or a related field. Equivalent combinations of education, training and experience will be considered.

• The candidate will be expected to have strong computer skills such as Quickbooks (online version), Microsoft 365 (specifically Outlook, Excel, Word) and utilize current software and technology in handling day-to-day office tasks such as Canva.

• The candidate must have strong organization skills, able to multi-task, advanced written and verbal communication skills, possess a positive attitude, be self-directed, and be flexible.

• The candidate must present themselves in a professional manner during tours for event and rental opportunities in person and when using online channels to engage with customers.

• The Candidate must be available to work occasional evenings and weekends in support of Center events and facility rentals.

Job Expectations

Expectations in the Following Areas:

1. Operational Support

A.   Administration

• Assist with daily operations of the office as directed by the Executive Director (ED)

• Answer phone calls and general emails, greet walk-in visitors and contractors, receive mail/packages, etc. if Program Coordinator (PC) is not available.

2. Rental and Event Support

A.   Rental Support

• Coordinating & Scheduling renters, caterers, and decorators

• Secure floorplan, open/close times, & point-of-contact in a timely manner

• Schedule setup and take down w/event staff

• Manage rental invoices and payment tracking through QuickBooks; send payment reminders as needed; prepare security deposit refund requests for Executive Director approval following rental completion.

• Coordinate volunteers and/or staff for set-up and take down of events, as well as on-site supervision of events.

• Manage rental payments and send invoice reminders; track payments; submit Check Requests security deposit to ED after rentals (QuickBooks)

• Maintain preferred vendor list and solicit new vendors

• Send follow up letter with brick brochure if applicable (weddings/anniversaries)

B.   Event Support

• Attend assigned Center events and rentals as agreed upon with the Executive Director to support event operations, vendor coordination, volunteer management and customer service.

• Assist in the planning and follow up of MCAE events & Annual Fundraiser

• Assist PC in maintaining accurate participant, sponsor, donor, vendor and rental records for all events and rentals and ensuring all payments and other fees are processed in a timely manner

• Assist PC in updating and managing the SalsaLabs database (participants, sponsors, vendors, etc. who pay with check or cash)

• Submit sponsor recognition letters to ED after events

• Collaborate with the PC to ensure the website is kept updated.

3. Volunteers

• Recruit, coordinate, train, and recognize volunteers needed to support Center programs, events, and administrative functions.

• Ensure that volunteer check-in procedures are followed, maintained, & that hours are tracked

• Maintain relationships with volunteers by showing appreciation, positive and timely communication, and requesting periodic feedback

• Maintain a volunteer list: including areas of interest, contact information, etc.

To Apply

Please submit a resume and brief statement of interest to: Ryan Corrigan ryanbcorrigan@gmail.com