Hospitality & Events Coordinator

Foodlink Inc•City of Rochester, NY

5d•$20 - $23•Onsite

About The Position

The Hospitality & Events Coordinator serves as a welcoming ambassador for Foodlink, providing exceptional customer service to event guests, volunteers, community members, donors, and partners. This role requires a highly organized, service-oriented, and detail-focused person, ensuring positive experiences for all constituents while supporting the operational needs of the Marketing & Development team. Specifically, you will support Foodlink's event operations, volunteer engagement efforts, and administrative functions that help advance Foodlink's mission to leverage the power of food to end hunger and build healthier communities.

Requirements

Minimum 1 year of experience in customer service, hospitality, event support, volunteer coordination, administration, or a related field.
Strong organizational skills and attention to detail.
Excellent written and verbal communication skills.
Ability to interact professionally and warmly with diverse audiences.
Strong customer service orientation and commitment to creating positive experiences.
Proficiency with Microsoft Office applications and database systems.
Ability to manage multiple priorities in a fast-paced environment.
Ability to work evenings and weekends in support of events and volunteer activities; schedule is typically M-F but off hours are required.

Nice To Haves

Associate degree or equivalent combination of education and experience.
Experience with CRM systems.
Experience with volunteer management software.
Event planning or hospitality experience.
Knowledge of nonprofit operations and community engagement practices.

Responsibilities

Serve as the first point of contact for event space inquiries, responding to requests and escalating opportunities as appropriate.
Coordinate event vouchering, invoicing, and payment tracking for Foodlink-hosted events, facility rentals, and special events.
Provide day-of-event support for Foodlink's signature events, including The Get Together, Festival of Food, Forks & Skis, Annual Member Conference, Events hosted in the Foodlink Commons, and Events hosted at the Edible Education Center.
Assist with event setup, registration, guest hospitality, vendor coordination, and event execution; work closely with Facilities & Hospitality Coordinator on logistics.
Maintain event inventory and supplies, including ordering materials and organizing event storage areas.
Assist with additional event-related duties as needed to ensure successful experiences for guests and partners.
Communicate with volunteers regarding scheduled shifts, expectations, attire requirements, arrival instructions, and schedule changes; support Volunteer & Event Specialist with volunteer training.
Welcome volunteers and volunteer groups upon arrival and cultivate a friendly, inclusive, and mission-centered experience.
Support daily warehouse volunteer check-ins and help create a positive and engaging volunteer environment; support facility tours and organizational overview as needed, working closely with Volunteer & Event Specialist.
Prepare and distribute volunteer service verification letters and documentation.
Pull daily volunteer participation reports and distribute information to appropriate staff members.
Follow up with volunteers regarding missed shifts and no-call/no-show attendance.
Assist with volunteer appreciation activities, engagement initiatives, and volunteer-focused events.
Build positive relationships with volunteers, helping deepen their connection to Foodlink's mission and impact.
Manage Foodlink's general information email account, responding to inquiries and directing requests to appropriate departments and staff.
Provide administrative support and backup data entry assistance during periods of high volume or staff absences.
Track accounts payable vouchers, invoices, vendor documentation, and payment-related records.
Manage departmental credit card reconciliation and tracking for Marketing and Development team members.
Collect donations/customer payment mail 3x a week from Post Office.
Serve as backup reception coverage when needed.
Assist with documenting donor interactions, outreach activities, stewardship contacts, and meeting notes within Foodlink's CRM system.
Support departmental projects and initiatives as assigned.