Rentals and Hospitality Coordinator

New Britain Museum of American Art•New Britain, CT

1d•Onsite

About The Position

The Rentals & Hospitality Coordinator serves as the organization's main point of contact for the 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 programs, including exhibition openings, lectures, VIP meetings, etc. This candidate will need to maintain a flexible schedule, and coordinate frequently with program managers, department heads, and other staff to address requests and meet expectations.

Requirements

3-5 years of experience in the food & beverage industry, hotel, restaurant or performance venue.
Gained proficiency with internal Museum calendar to reserve dates, strong familiarity with protocol regarding events in the Museum environment, and ability to discern appropriateness for the museum.
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 proficiency, with a working knowledge of the Microsoft Office (Word, Excel, Outlook, PowerPoint).
Ability to work a flexible schedule, including evenings, weekends, and occasional holidays.
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.
Ability to lift up to 30 pounds and remain on your feet for extended periods during events.

Nice To Haves

Previous event management in a museum environment is preferred.

Responsibilities

Lead the Museum's rental program from initial inquiry and sales through event execution.
Maximize rental revenue opportunities by careful management of availability of Museum spaces; negotiation of rental fees, in coordination with the Senior Manager of Visitor Services.
Create and manage 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.
Direct VS and security support staff during event set-ups and breakdowns.
Oversee all day-of rental operations from event setup through breakdown.
Coordinate with the Senior Visitor Services Lead for staffing/scheduling of employees.
Collaborate with Museum staff to coordinate hospitality needs for VIP meetings, public programs, and other internal hospitality requests.
Purchase and maintain inventory of supplies such as food, linens, etc.
Maintain office coffee stations and related hospitality supplies.
Maintain adequate stock of liquor; establish relationships with preferred vendors and ensure timely submission of invoices.
Become proficient with onsite A/V equipment; assist with setup and breakdown for events.
Coordinate with the Head of Facilities and Security to ensure that event spaces are well maintained at all times.
Report any damage, security issues or maintenance needs immediately.