Event Services Coordinator 23832 https://calacademy.snaphire.com/job?jobmc=23832GOOGLE https://calacademy.snaphire.com/job?jobmc=23832GOOGLE
Careers at California Academy of Sciences California Academy of Sciences https://www.calacademy.org/ https://calacademy.snaphire.com/sitefiles/Logo_sm.gif

Location: Golden Gate Park 55 Music Concourse Drive San Francisco CA 94118 USA

Industry: Museums, Science, Education, Tourism
Work Hours: Full-Time

Date Posted: 08 Jan 2019

Valid Through: 25 Jan 2019 23:55

POSITION SUMMARY:   
The California Academy of Sciences seeks an innovative and energetic Event Services coordinator to join the Academy's outstanding Facility Rentals team. You'll lead all coordination and planning for corporate, association, social and nonprofit events for our team, and will collaborate with many Academy departments, caterers, productions companies and vendors. This position reports to the Associate Director of Facility Rentals in the Sales Department. 

Who are we looking for? You bring a sophisticated and modern vision for event coordination and a collaborative approach to your work. You're ready to work on challenging and rewarding events that will complete the Academy's mission on sustainability solutions. You have experience as the coordinator lead on complex events management for a venue, multitasking skills and premium service standards. What are you looking for? We offer a collaborative environment where you'll have a high level of creative input, work with talented colleagues, and see the results of your work in a forward-thinking museum and beyond.

The California Academy of Sciences welcomes people of all backgrounds, identities, and beliefs to join us in achieving our mission to explore, explain, and sustain life on Earth. We place diversity, equity, and inclusion at the heart of our recruiting efforts and strive to build a culture centered on mutual respect, equal treatment, and the opportunity to succeed.

ESSENTIAL DUTIES & RESPONSIBILITIES:

  • Provide sales and production support for Facility Rental clients and events
  • Ensure the successful execution of an event after event is contracted
    • Meet with Facility Rental sales team members to review sold program details
    • Prepare and maintain comprehensive client files inclusive of rental documentation, insurance certificates, event timelines, invoices and payment records
    • Ensure payment is received in a timely manner for each event
    • Responsible for tracking all client and event information properly into Salesforce
    • Maintain and update Event Work sheet as created by Event Sales Specialist to include all production details
    • Act as on-site coordinator requiring flexible work hours
  • Responsible for achieving revenue goal for event upsells for premium services including but not limited to specialty tours, docents, dive shows, planetariums, NLPL services, etc.
  • Conduct production site visits and final vendor walk-through to finalize all event logistics and details
  • Prepare and distribute work orders for all events no less than one week prior to event
  • Update all records in CRM, including but not limited to guest count, final event revenue and catering payments
  • Assist Event Sales Specialists with site visits, scheduling and backup as necessary
  • Organize and conduct bi-weekly Events/Operations Production and in-house caterer meeting
  • Maintain positive working relationships with event service providers, caterers, vendors, staff and Academy departments to facilitate Platinum level of customer service
  • Maintain and update caterer's certificates of insurance
  • Manage and send post-event thank you letters and surveys to clients
  • Provide administrative support including answering phones, emails, supplies, filing, etc.
  • Create a newsletter for all on calls to inform them on the Academy updates and space changes
  • Organize post event reviews with all vendors and address issues and challenges as needed
  • Maintain and update referrals list of vendors to give clients for their events needs
  • Manage internal events from other CAS departments
  • Coordinate and request approvals from other department heads for special requests from clients and vendors
  • Follow all Academy safety regulations
  • Other duties as assigned

QUALIFICATIONS:
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 and/or EXPERIENCE:
A qualified candidate will possess a combination of the following education and/or equivalent experience:

  • At least two (2) years of progressively responsible experience in the administration of event rentals, planning and production of events
  • Experience working in a museum setting is preferred
  • Experience with radio communication systems is preferred 

KNOWLEDGE, SKILLS & ABILITIES:

  • Proficiency in Salesforce, Microsoft Word, Excel and Google Suite capabilities required
  • Excellent organizational skills with great attention to detail
  • Professional demeanor and demonstrated ability to exercise sound judgment and discretion
  • Excellent communication skills, both written and verbal
  • Demonstrated ability to problem solving quickly, trouble-shoot, and work under pressure in a fast-paced environment
  • Self-motivated and able to work independently without supervision
  • Demonstrated ability to manage multiple projects with variable timelines effectively and flawlessly
  • Able to relate to diverse groups of people

LANGUAGE SKILLS:
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.  Ability to write routine reports and correspondence.  Ability to speak effectively before groups or individuals.  Bilingual (spoken and/or written) in Spanish, Cantonese, Mandarin, or other non-English language preferred but not necessary.

PHYSICAL DEMANDS AND WORK ENVIRONMENT:             
The physical demands and work environment 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 frequently required to stand, sit, walk, and reach with hands and arms, and talk or hear.  Must be able to perform repetitive motions 75% of the time.  Must be able to lift 30 lbs.

APPLICATION INSTRUCTIONS:  
Please submit your cover letter and resume online at https://calacademy.snaphire.com Note that the recruitment timeline for positions vary and depend on many factors, so it is impossible to accurately predict when a position will close. We appreciate your patience during this process. No phone calls please.

The California Academy of Sciences will consider for employment all qualified applicants with criminal histories in a manner consistent with the requirements of the San Francisco Fair Chance Ordinance (SF Police Code, Article 49).

The California Academy of Sciences is an Equal Opportunity Employer and is committed to ensure that all employees and applicants receive equal consideration and treatment, regardless of race, color, creed, gender (including gender identity or gender expression), religion, marital or domestic partner status, age, national origin or ancestry, physical, mental or medical disability, sex, sexual orientation, citizenship, military service status, veteran status, or any other characteristic protected by state or federal law or local ordinance.

The California Academy of Sciences is a non-smoking facility. There is also no smoking in Golden Gate Park.

Event Services Coordinator

POSITION SUMMARY:   
The California Academy of Sciences seeks an innovative and energetic Event Services coordinator to join the Academy's outstanding Facility Rentals team. You'll lead all coordination and planning for corporate, association, social and nonprofit events for our team, and will collaborate with many Academy departments, caterers, productions companies and vendors. This position reports to the Associate Director of Facility Rentals in the Sales Department. 

Who are we looking for? You bring a sophisticated and modern vision for event coordination and a collaborative approach to your work. You're ready to work on challenging and rewarding events that will complete the Academy's mission on sustainability solutions. You have experience as the coordinator lead on complex events management for a venue, multitasking skills and premium service standards. What are you looking for? We offer a collaborative environment where you'll have a high level of creative input, work with talented colleagues, and see the results of your work in a forward-thinking museum and beyond.

The California Academy of Sciences welcomes people of all backgrounds, identities, and beliefs to join us in achieving our mission to explore, explain, and sustain life on Earth. We place diversity, equity, and inclusion at the heart of our recruiting efforts and strive to build a culture centered on mutual respect, equal treatment, and the opportunity to succeed.

ESSENTIAL DUTIES & RESPONSIBILITIES:

  • Provide sales and production support for Facility Rental clients and events
  • Ensure the successful execution of an event after event is contracted
    • Meet with Facility Rental sales team members to review sold program details
    • Prepare and maintain comprehensive client files inclusive of rental documentation, insurance certificates, event timelines, invoices and payment records
    • Ensure payment is received in a timely manner for each event
    • Responsible for tracking all client and event information properly into Salesforce
    • Maintain and update Event Work sheet as created by Event Sales Specialist to include all production details
    • Act as on-site coordinator requiring flexible work hours
  • Responsible for achieving revenue goal for event upsells for premium services including but not limited to specialty tours, docents, dive shows, planetariums, NLPL services, etc.
  • Conduct production site visits and final vendor walk-through to finalize all event logistics and details
  • Prepare and distribute work orders for all events no less than one week prior to event
  • Update all records in CRM, including but not limited to guest count, final event revenue and catering payments
  • Assist Event Sales Specialists with site visits, scheduling and backup as necessary
  • Organize and conduct bi-weekly Events/Operations Production and in-house caterer meeting
  • Maintain positive working relationships with event service providers, caterers, vendors, staff and Academy departments to facilitate Platinum level of customer service
  • Maintain and update caterer's certificates of insurance
  • Manage and send post-event thank you letters and surveys to clients
  • Provide administrative support including answering phones, emails, supplies, filing, etc.
  • Create a newsletter for all on calls to inform them on the Academy updates and space changes
  • Organize post event reviews with all vendors and address issues and challenges as needed
  • Maintain and update referrals list of vendors to give clients for their events needs
  • Manage internal events from other CAS departments
  • Coordinate and request approvals from other department heads for special requests from clients and vendors
  • Follow all Academy safety regulations
  • Other duties as assigned

QUALIFICATIONS:
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 and/or EXPERIENCE:
A qualified candidate will possess a combination of the following education and/or equivalent experience:

  • At least two (2) years of progressively responsible experience in the administration of event rentals, planning and production of events
  • Experience working in a museum setting is preferred
  • Experience with radio communication systems is preferred 

KNOWLEDGE, SKILLS & ABILITIES:

  • Proficiency in Salesforce, Microsoft Word, Excel and Google Suite capabilities required
  • Excellent organizational skills with great attention to detail
  • Professional demeanor and demonstrated ability to exercise sound judgment and discretion
  • Excellent communication skills, both written and verbal
  • Demonstrated ability to problem solving quickly, trouble-shoot, and work under pressure in a fast-paced environment
  • Self-motivated and able to work independently without supervision
  • Demonstrated ability to manage multiple projects with variable timelines effectively and flawlessly
  • Able to relate to diverse groups of people

LANGUAGE SKILLS:
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.  Ability to write routine reports and correspondence.  Ability to speak effectively before groups or individuals.  Bilingual (spoken and/or written) in Spanish, Cantonese, Mandarin, or other non-English language preferred but not necessary.

PHYSICAL DEMANDS AND WORK ENVIRONMENT:             
The physical demands and work environment 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 frequently required to stand, sit, walk, and reach with hands and arms, and talk or hear.  Must be able to perform repetitive motions 75% of the time.  Must be able to lift 30 lbs.

APPLICATION INSTRUCTIONS:  
Please submit your cover letter and resume online at https://calacademy.snaphire.com Note that the recruitment timeline for positions vary and depend on many factors, so it is impossible to accurately predict when a position will close. We appreciate your patience during this process. No phone calls please.

The California Academy of Sciences will consider for employment all qualified applicants with criminal histories in a manner consistent with the requirements of the San Francisco Fair Chance Ordinance (SF Police Code, Article 49).

The California Academy of Sciences is an Equal Opportunity Employer and is committed to ensure that all employees and applicants receive equal consideration and treatment, regardless of race, color, creed, gender (including gender identity or gender expression), religion, marital or domestic partner status, age, national origin or ancestry, physical, mental or medical disability, sex, sexual orientation, citizenship, military service status, veteran status, or any other characteristic protected by state or federal law or local ordinance.

The California Academy of Sciences is a non-smoking facility. There is also no smoking in Golden Gate Park.

Job Details

Reference # 23832
Posted on 08 Jan 2019
Closes on 25 Jan 2019 23:55
Hours/Status Full-Time


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