Venue Operations & Event Sales Coordinator

Boulder Jewish Community Center • Boulder, CO

5h • $21 - $23 • Onsite

About The Position

Our dynamic and community-centered organization is seeking a talented, conscientious, and highly organized Venue Operations & Event Sales Coordinator to join our team. This role serves as the operational backbone of the Venue & Events Department, delivering critical business support, financial oversight, database administration, and client pipeline management. Working closely with the Venue & Events Director as part of a collaborative Operations Team, you will act as the primary financial bridge between Venue & Events and the Finance Department. You will manage end-to-end client account records, streamline operational workflows, and serve as a knowledgeable, welcoming point of contact for current and prospective clients. The ideal candidate thrives both independently and collaboratively, proactively anticipating departmental needs in a fast-paced environment. This position calls for exceptional organizational and analytical skills, strong problem-solving initiative, and clear, professional communication. If you are detail-oriented, passionate about helping others, and eager to support special events from initial inquiry to final execution, we would love to connect with you.

Requirements

• Bachelor’s degree in a related field (or equivalent practical experience), plus 2+ years of experience in venue operations, administrative finance, or a similar capacity.
• A passion for working in a community-centered environment.
• Proficiency in Microsoft Office Suite (especially Excel) and Google Suite applications; hands-on experience with Salesforce, Sage Intacct, or Streamspot is a strong plus.
• Demonstrated quantitative and analytical skills, with a proven track record of maintaining high standards of confidentiality with sensitive financial data.
• Exceptional organization, high attention to detail, and the ability to prioritize issues, work independently, and execute multiple workstreams simultaneously.
• Strong collaborative mindset with a proactive, reliable work ethic.
• Excellent written, verbal, and interpersonal communication skills, with a strong commitment to providing high-level customer service and hospitality.

Nice To Haves

• hands-on experience with Salesforce, Sage Intacct, or Streamspot

Responsibilities

• Oversee the end-to-end event contracting and invoicing lifecycle, ensuring accurate terms, timely execution, insurance compliance, and municipal permit clearance (e.g., City of Boulder Special Event Permits).
• Manage client billing, payment tracking, accounts receivable follow-ups, and confidential financial data in accordance with BJCC standards.
• Oversee preferred caterer and vendor contracts, ensuring active agreements, up-to-date certificates of insurance, and timely collection of Facility Maintenance Fees.
• Partner with the Venue & Events Director and Finance Department to build annual department budget and align service pricing strategies.
• Monitor monthly revenue, expenditures, and budget variances with staff, ensuring revenue is on track and all departmental purchasing adheres to guidelines.
• Conduct regular financial reconciliations with the Finance Department between CRM (Salesforce) and accounting software (Sage Intacct).
• Serve as a primary point of contact for client, prospect, and visitor inquiries, providing expert information on BJCC facilities, rentals, and capabilities.
• Maintain complete, audit-compliant physical and electronic client records following state and federal regulations.
• Assist leadership with staff scheduling, training logistics, and cross-departmental administrative support.
• Maintain master event calendars and maintain accurate, standardized data across systems.
• Partner with Data Management to build custom Salesforce reports/templates and optimize workflow technology for the department.
• Evaluate current and emerging software solutions in collaboration with Operations and Finance teams to improve operational efficiency.
• Lead or support prospective client tours, sales presentations, and live-streamed event client management.
• Occasionally provide coverage for day time events for the Venue & Events Department as needed.

Benefits

• health insurance (medical, dental, and vision)
• access to a health savings account (HSA) with generous employer contributions
• a 403(b) retirement savings plan with immediate vesting and an employer match up to 4%
• voluntary disability, life, and accident insurance
• substantial staff discounts
• plentiful time off (vacation, sick, and holidays including a full week during Thanksgiving)

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level