Description: RENTAL AND EVENTS COORDINATOR

Hourly:  $18 per/hour for 40 hours per week

Benefits:  Consistent with company polices which are summarized as follows: Annually up to 10 days paid vacation / 8 holidays, plus workdays between Christmas and New Year’s Day, starting with 8 and up to 20 paid sick days per year with approval, 403(b) Retirement Plan matching by ACA after one year up to 7% of your salary (per the terms of the Plan), 70% of Individual Healthcare Premium covered upon employment date.  Benefits are subject to change by ACA.

Status:  Non-Exempt, eligible for overtime if work extends beyond 40 hours from Saturday to Friday. Must record all hours worked.

Reports to:  Executive Director/Development Director

Start Date:  ASAP

ACA Policies: You must comply with ACA’s policies and procedures as ACA establishes them from time to time whether or not set out in an employee Handbook.  The Handbook will be modified from time to time, including benefits offered.

Essential Physical Duties: Must be physically able to frequently reach, bend, stoop and lift up to 25 pounds. Must be able to work in a sunny, hot, cold, wet, humid environment.  Must be able to work in both sitting and standing positions for long periods of time.

Overview of Position

Atlantic Center for the Arts, an artist-in-residence community in New Smyrna Beach, FL, is seeking a Rental and Event Coordinator for its main campus and ancillary facilities including ACA at Harris House and Arts on Douglas. This position oversees a robust business segment that primarily coordinates arts-related workshops, theater rentals and retreats outside of the residency program. This includes meeting with interested parties, contracts, invoicing, receipt of payments, logistics, set-up requirements and orientation to provide for a seamless and creative outcome for all participants. This position serves as the point of contact before and during the rentals and requires excellent communication with workshop leaders and the ACA Facilities team, customer service, flexibility and attention to detail. Additionally, assists with events, including vendor orders and rentals, permitting and purchases for an annual auction and art festival.

Position office hours: Tuesday-Saturday 9-5pm and as needed for rental/event oversight.

Applicant must have valid driver’s license and be over 21 years of age.

Requirements:

Bachelor’s degree, preferably in events management, communications, arts administration, or equivalent experience required; bilingual (English/Spanish) a plus. Knowledge of Microsoft Office Suite required; QuickBooks, Publisher and Adobe Photoshop a preferred. Worker may be asked to lift more than 25lbs. at any point during employment, and the ability to do so is a requirement of this job.

Wages and Benefits:  This position is eligible for overtime (aka non-exempt employment), with the pre-approval of management. After the 90-day probationary period, employee is eligible for coverage of 70% of monthly individual healthcare premium if ACA plan is chosen. ACA observes 10 holidays and is closed one week of the year (between Christmas and New Year’s), and an additional 10 vacation days may be used upon approval by management.

 

Summary of Position

The RENTAL AND EVENTS COORDINATOR is responsible for overseeing the facility rental program at ACA Main Campus, and ACA Downtown and assists with ACA events. Position is full time and requires day/evening/weekend/holiday oversight, and hours may vary based on event schedule. Some contact may need to be made on scheduled days out of the office.

Position office hours: Tuesday-Saturday 9-5 PM and as needed for event/rental oversight

Applicant must have valid driver’s license and be over 21 years of age. Worker may be asked to lift more than 25lbs. at any point during employment, and the ability to do so is a requirement of this job.

Facility Rentals (70%)

  • Oversee the renting and leasing of all ACA facilities & studios
  • Meet with all interested parties regarding rentals, provide facility tours and generate sales (partnerships/anniversaries/graduations/corporate retreats/etc.)
  • Discuss and finalize logistics, layout options, equipment, tech needs, 3rd party vendor needs etc. with renter
  • Prepare contracts for review with CPA; finalize and send rental and partner contracts
  • Use QuickBooks Online to estimate, invoice, and collect deposits and full payments on contracts
  • Manage and input events into ACA calendars via outlook to include clear rental notes, set-up layouts, equipment needed, renter contact information, and any other important rental information
  • Send monthly staff emails which include upcoming rentals, what to anticipate, staff availability for event coverage, maintenance updates and scheduled staff vacation time
  • Coordinate tech support as needed with ACA Residency Team and/or outside vendors
  • Coordinate with appropriate departments to ensure rental, set-up and turnover needs are met
  • Handle logistics involved with studio turnover requirements and maintenance needs/updates
  • Provide hands on set-up and turnover assistance, as needed for rentals
  • Serve as on-site liaison for all customer needs; complete in-person and/or virtual orientations for each rental
  • Create booklets for ACA partners and prepare any swag or special requests prior to partner arrivals
  • Coordinate housing for guests and send arrival instructions to each in advance
  • Confirm Chef availability and act as liaison between renters and chef for each rental; provide dietary survey information for partners
  • Provide rental reports as needed
  • Other duties as assigned

Events (30%)

  • Assist with ACA special events and community events
    • The annual Horsin’ Around Benefit Auction is held at main campus and features silent and live auctions, attracts 400 guests and occurs yearly on the first Sunday in April.
      • Manage all vendors and order rentals
      • File for appropriate event licenses
      • Assist with event communications, logistics, set-up and breakdown of event
      • Provide administrative support to Executive Director and Development Director
    • IMAGES: A Festival of the Arts, a juried fine arts festival, presents 225 artists and attracts 50,000 attendees in downtown New Smyrna Beach during the last full weekend in January.
      • Provide administrative support to IMAGES Coordinator and Development Director
      • Assist with event communications, logistics, ordering and Festival events
      • Coordinate and manage pick-up of donations from artists by ACA staff/volunteers
      • Responsible for Artist Hospitality at IMAGES; manage all inventory, act as volunteer contact for Artist Hospitality area, provide needed support to volunteers or artsits
    • Community or other Special Events, and the Volunteer League Appreciation Luncheon.
      • Serve as the staff main point of contact for all community/special events and Volunteer League Appreciation Luncheon
      • Coordinate with appropriate staff contact to ensure dates are available, event is input into the calendar to include event notes, set-up layouts, equipment needed, and any other important rental information
      • Provide set-up assistance day prior and day of and organize final clean up
      • Manage all vendors and order rentals as needed
      • File for appropriate event licenses as needed
      • Coordinate tech support as needed with ACA Residency Team and/or outside vendors
      • Coordinate with appropriate departments to ensure event needs are met
    • Be available for creative partner and community programs as requested

Email Executive Director Nancy Lowden Norman at nlowden@atlanticcenterforthearts.org for more information.