Events Coordinator

Computer Museum of America
5000 Commerce Parkway
Roswell, GA 30076

Full Time

The Computer Museum of America (CMoA) seeks to hire an Events Coordinator for external events. This position ensures that all prospective clients interested in renting museum event spaces, with or without a museum visit, have a high degree of customer service. With event spaces ranging from 1000 sq feet to a full venue buyout, there are small and large format events. In addition to event coordination, this position will co-manage the in-house beverage program with the Director of Museum Operations on museum events. CMoA secured its alcoholic beverage license and is the exclusive provider of alcoholic beverages.

Please note that this job requires a flexible weekly schedule, including evenings and/or weekends, depending on the scheduled events, the volume of leads, and occasionally last-minute bookings. This schedule has some backup coverage, but this position is the primary employee for event management during most events. Please do not apply if you cannot work this type of schedule.

Essential Responsibilities:

• Respond to leads for client event bookings
• Host site visits for prospects
• Provide guidance on event flow, best use of space for the type of event, and floorplans to help ensure client’s success from booking to event day and while hosting walkthroughs for contracted clients and their vendors
• Contract and invoice for bookings including documenting and issuing damage invoices or return of damage deposits in the contracted timeframe
• Provide problem resolution options and implementation, seeking leadership’s guidance when needed
• Communicate and oversee as needed floorplan set up and breakdown post-event factoring in other events and groups that impact when space can be set up and broken down
• Maintain and provide an Events Policies and Procedures document to clients as part of the event planning process, ensuring they adhere to requirements for insurance, security, staffing, etc., and make contract clause recommendations to leadership
• Leverage the venue management tool Planning Pod for proposals, floorplan diagrams, reports, invoicing, payments, and improvement on contracts for simple rentals (e.g., just the classroom)
• Ability to provide client with recommendations for additional spaces, higher tier beverages, adding mementos from the gift shop when CMoA spaces and services may enhance the event or solve something the client is trying to address
• Market the event space proactively as part of CMoA social media, networking, satisfied clients for referrals, hotel contacts, Visit Roswell
• Maintain and improve upon established processes for end-to-end event delivery (RFP response to post-event thank you)
• Maintain a recommended vendor list for client referral of vendors that have performed well and are easy to work with
• Maintain and format in a professional manner key reference info for clients and their vendors such as measurements, furniture and event equipment inventory, optional rental items (e.g., TV rental, audio rental, linen rental, etc.) and report any issues with damages, wear and tear or other reasons to remove as an optional rental item
• Be the onsite primary lead during events which includes monitoring crowds, picking up after guests, assisting with spills, checking on restrooms, inspecting event space for any damage or items left behind, engaging the event host on-site lead and/or security to address issues, and reporting on a timely basis to the Director of Museum Operations
• Assist Director of Museum Operations with in-house beverage program, including maintaining inventory, reporting, ordering product, programming in the bar point of sale (Clover)
• Be engaging, proactive, and highly detail-oriented with an energetic positive can-do attitude, and passionate about providing outstanding client and guest experiences to help drive repeat and referral venue rental opportunities
• Set goals and metrics for rental revenue for paying clients and still manage the small number of events for other non-profits that rental fees are discounted and/or bartered for as part of CMoA’s community initiatives

Other Duties:

• Assist with opening and closing activities throughout the museum, such as lights, videos if needed for an event
• Occasional laundry using the onsite washer and dryer for bar linens and when rental of the limited linen inventory of table linens is included for an event
• Assist with CMoA-hosted events as time permits
• Perform other duties as assigned

Qualifications:

• Experience with leading event planning and execution (3 years minimum)
• Experience working in a bar/restaurant and familiarity with how a bar works (2 years minimum)
• Strong interpersonal skills interacting face to face or virtually, and strong oral and written communication skills
• Very high attention to detail
• Demonstrated critical thinking, decision-making, and conflict-resolution abilities
• Vendor management, event budget, marketing, and negotiation experience
• Project management, process, time management, ability to prioritize in the bigger picture and problem-solving expertise
• Flexible availability, including weekends, evenings, and occasional holidays typically with several week’s notice
• Reliability and responsiveness are essential
• Office tools experience with Microsoft Office and Google Drive files
• Clover, Planning Pod experience a plus
• Spanish speaking a plus
• High school diploma or equivalent
• Credit and criminal background check required, including drug test

Physical Requirements/Working Conditions:

• Exert 20-50 pounds of force occasionally and/or up to 15 pounds frequently and a negligible amount of force constantly to move objects
• 25%-50% of a typical workday will be spent walking, standing, balancing (standing on and using 1-2 steps), and moving furniture by hand, cart, or dolly.

Hours per week:

40 regular hours per week

Job Type: Full-time (40 Hours per Week)

Salary: $19 – 24 per hour

Work authorization:

• United States (Required)

To apply, email a cover letter and resume to info@computermuseumofamerica.org with the subject line “Events Coordinator.”

About the Computer Museum of America:
The Computer Museum of America is dedicated to preserving and showcasing the history of computing and its impact on our society. Through interactive experiences, educational programs, and engaging events, CMoA provides visitors with a unique opportunity to explore the evolution of technology and its profound influence on our lives. With over 55,000 square feet of space, virtually all available for event rental, CMoA wishes to increase venue rental utilization and be booked with a steady schedule of events. For more information, visit ComputerMuseumOfAmerica.org.