Employment Opportunities | Facility Rentals & Event Hospitality Coordinator

POSITION: Facility Rentals & Event Hospitality Coordinator
REPORTS TO: Director of Operations
FLSA STATUS: Non-exempt, full-time

JOB DESCRIPTION:

The Facility Rentals & Event Hospitality Coordinator will serve as the organization’s main point of contact for the sales & management of facility rentals, working in conjunction with external clients, approved caterers and other museum staff to ensure the successful execution of events. This position will also coordinate food/beverage and other hospitality logistics for a multitude of public museum events, including exhibition openings, “First Friday” events, Director dinners, Museum After Dark, etc., and serve in a F&B support role for the museum’s annual gala fundraising event, the largest museum event of the year. This candidate will be need to maintain a flexible schedule, and coordinate frequently with museum department heads and other staff to address requests and meet expectations.

RESPONSIBILITIES:

Facility Rentals

  • Point-of-contact for all facility rental inquiries and courteous and timely attention to external client requests; proficiency with internal museum calendar to reserve dates; strong familiarity with protocol regarding events in museum environment, and ability to discern appropriateness for the museum environment.
  • Ability to maximize rental revenue opportunities by careful management of availability of museum spaces; negotiation of rental fees, in coordination with Director of Operations.
  • Proficiency with internal software programs to create new constituent data files, process payments, refunds, event logistics, etc.
  • Recommend and coordinate with external caterers to ensure successful events, prioritizing the safety of the museum’s art collection and facility at all times.
  • Direct VS and security support staff during event set-ups and breakdowns as required.
  • Presence at all facility rentals.

Museum event hospitality

  • Cultivate ongoing relationship with supply vendors; order food supplies daily based upon visitor volume, and rotate food to ensure fresh product. Minimize waste and overstock.
  • Ensure container waste is being properly recycled in line with local standards.
  • Oversee hospitality kitchen and proper restocking of refrigerated products and paper goods.
  • Assist Director of Operations with permitting, health department inspections, reporting of equipment maintenance needs.
  • Coordinate with Manager of Visitor Services for staffing/scheduling of employees.

Members Lounge

  • Manage schedule logistics to maximize room use, avoiding calendar conflicts.
  • Maintain adequate stock of liquor, linens, and hospitality supplies; establish relationships with preferred vendors and ensure timely submission of invoices.
  • Minimize waste and carefully manage inventory to control costs for internal events.
  • Coordinate with Manager of Facilities to ensure that event spaces are well maintained at all times. Report any damage, security issues or maintenance needs immediately.
  • Direct F&B logistics for internal events, including First Friday, Museum After Dark, exhibit opening receptions; specialty tours, Director meetings, other events as required.
  • Proficiency with onsite A/V equipment; setup and breakdown for all events.
  • Willingness and flexibility to work as site-representative for evening and/or weekend events as required.

Art Party of the Year

  • Assist Development Department with planning of F&B logistics of annual fundraising gala; work with approved caterer to ensure highest standards of service.
  • On site direction of catering company on event day; other duties as assigned by Director of Operations.

QUALIFICATIONS:

  • 3-5 years of management experience in the food & beverage industry, hotel, restaurant or performance venue. Previous event management in a museum environment is preferred.
  • Excellent interpersonal skills and the ability to work effectively with diverse constituents including museum patrons, staff, members of the Board of Trustees, and external vendors.
  • Computer proficient, with a working knowledge of the Microsoft Office (Word, Excel, Outlook, PowerPoint).
  • Flexible schedule
  • Ability to work independently as well as collaboratively in a team environment to meet organizational goals. Must be highly organized and provide high attention to detail with every project. Requires problem-solving, organizational and time management skills, as well as the ability to handle multiple tasks simultaneously.
  • Ability to physically lift up to 30 lbs and work shifts of 8-hour duration.

Salary Range: $40,000. The Museum offers a full benefits package including vacation, holidays, health insurance and 403(b) plan, as well as support for professional development to qualified employees. To apply, please send cover letter that addresses qualifications and interest, current resume and 3 professional references to: [email protected]

Applications will be accepted until position is filled. Documents should be sent as attachments using Microsoft Word or PDF format, and should not exceed five (5) megabytes. No phone calls please. Only those selected for an interview will be contacted. The New Britain Museum of American Art is an Equal Opportunity Employer.