(Temporary) Part-Time Venue Coordinator

University of North Carolina System•Asheville, NC

2d•Onsite

About The Position

Being part of the magic at The North Carolina Arboretum starts here. As a part-time, seasonal Venue Coordinator, you’ll help bring to life weddings, Winter Lights, and a variety of special rentals in one of the region’s most beautiful settings. This role is an excellent fit for someone who enjoys creating smooth, memorable experiences, works well behind the scenes, and takes pride in being dependable and organized. Weekend availability is essential, pay is $22 per hour and most shifts happen during our busiest and most joyful moments. If you’re looking for extra income and meaningful work in a vibrant, nature-filled environment, we’d love to welcome you to the team. This role will work 30 hours per week. This position will perform a variety of wedding and event support duties such as onsite coordination of event set up, enforcement of TNCA event policies and procedures assisting client and vendors, attending to bridal needs, supervision of alcoholic beverage service, and event breakdown. This position will also assist the Events Supervisor in collaboration with a planning team in managing special events at the Arboretum, including but not limited to plant shows, member events, and Winter Lights at The North Carolina Arboretum. This effort will involve communicating with vendors, customers and staff to determine and document set-up requirements, coordinate with entertainers and caterers where applicable, and help to assign duties to events management personnel.

Requirements

Weekend availability is essential
Must have excellent and courteous written and verbal communication skills for interaction with both internal and external publics.
Ability to screen and direct clients and visitors to the appropriate source, inform the public about services, processes, procedures and guidelines.
This position will need to follow both written and oral instructions.
This position will require strong customer service skills including a solid knowledge of event procedures, attentiveness to customer feedback and the ability to use positive language.
This role will schedule adequate staffing and setup to ensure successful event delivery while representing the Arboretum and its mission.
This position utilizes a variety of equipment and office systems (i.e. telephone, computer with standard software, Google products such as calendar and docs, fax, copier, etc.) and will require a strong administration foundation.
Ability to coordinate tasks and establish priorities in response to workflow, be detail-oriented and have a high level of organization.
Must be able to manage multiple projects with accuracy and exhibit stellar time management skills.
This position will carry out plans and duties as assigned by the Events Coordinators.
Ability to coordinate and oversee alcohol service for events while following applicable policies, procedures, and regulations.
Ensure appropriate staffing, setup, service, and responsible handling of alcohol to support a safe and successful event experience.
Must be able to work out doors under a variety of temperatures and weather conditions
Will spend extended periods of time standing, walking and sitting.
Moderate lifting will be employed to assist with positioning furniture, supplies and equipment.
Weekend availability is necessary.

Nice To Haves

A four-year degree in a related field
One year of event experience or an equivalent combination of education and experience.

Responsibilities

Touring the venue with potential event clients
Supervising Event Staff
Preparing the venue: Ensuring the venue is clean, well-maintained, and in good working order
Set Up: placing tables and chairs, ceremony chairs, and reception tables
Managing the layout: Assisting with floor plans and room flips
Catering: Formalizing catering needs and handling on-site catering coordination
Vendors: Providing a preferred list of vendors, scheduling site visits, and directing vendor unloading
Timeline: Assisting with creating a timeline and confirming it with the event coordinator
Guests: Managing guest arrival and parking
End of event: Removing guest, vendor, and personal items
Other: Handling issues with lights, electricity, kitchen equipment, and garbage
Policies: Enforcing venue policies during the event
Onsite coordination of event set up
Enforcement of TNCA event policies and procedures
Assisting client and vendors
Attending to bridal needs
Supervision of alcoholic beverage service
Event breakdown
Assist the Events Supervisor in collaboration with a planning team in managing special events at the Arboretum, including but not limited to plant shows, member events, and Winter Lights at The North Carolina Arboretum
Communicating with vendors, customers and staff to determine and document set-up requirements
Coordinate with entertainers and caterers where applicable
Help to assign duties to events management personnel