Facility Events and Rentals Manager

  • Bainbridge Island Museum of Art
  • Bainbridge Island, Washington
  • Jun 23, 2022
Full time

Job Description

Facilities Event and Rental Manager

STATUS: Exempt

HOURS: 40 HRS/WEEK

SALARY: $48,000 - $52,000 DOE

BENEFITS: Paid health care, sick/vacation time, and more

The Facility Events and Rentals Manager (FERM) is a full-time salaried position that supervises and works with other BIMA staff teams and volunteers, and reports to the Director of Community & Cultural Programs of the Museum. Working with many others in the museum, the Facility Event Manager is the primary production planner and executor of BIMA events, including internal/external BIMA events, BIMA generated programming and rental events, with emphasis on internal events, community programs and supporting other BIMA mission-driven programs. This can include BIMA produced or rental films, concerts, lectures, meetings, receptions, festivals, sponsor events, conferences, auditorium presentations and other events that take place at the Bainbridge Island Museum of Art. The goal of the position is to create high quality experiences that represent the organization.

The FERM provides primary support for the coordination and implementation of all events at BIMA, which can include internal or external client contact, event rental contracts, staffing, set up and wrap up, coordinating additional staffing like catering, bartender and AV tech and maintaining required reports and submissions. BIMA needs a strong team player who thrives in a fast-paced environment with minimal supervision. This position requires a high degree of administrative proficiency, event production know-how, and the ability to work with a variety of stakeholders, including vendors, event staff, clients and guests to create, coordinate, and execute events from start to finish. Work productivity, process efficiency and effective communication skills are a must. This position requires a strong mix of client contact, event coordination, customer service, organizational and computer skills. The schedule for the FERM is variable, changing with the events calendar; the FERM supports major BIMA events, including Members Parties and the Annual Auction, including other duties as assigned.

DUTIES & RESPONSIBILITIES:

Internal Event Support: The primary focus of the position is to support internal events and programs at BIMA with an emphasis on creating high quality experiences for all stakeholders.
  • Smoothly integrate programs being planned by Exhibitions, Education, and Cultural Programming as well as other general Museum events, including public and educational programs, concerts, films, receptions, and fundraising events.
  • Serving as the responsible BIMA supervisor/executor of the production of these events (or when not possible, scheduling of an alternative supervisor).
  • Supervision defined as venue set up, tear down, digital and physical signs, ticket tables, opening and closing the museum on occasion. This may require overseeing and/or assisting BIMA staff and volunteers, outside vendors and contractors, and oversight of A/V help, program VIPS, equipment suppliers, etc. and overseeing the site in accordance with BIMAs policies and security requirements.
  • Coordinate with Museum departments to ensure that all event facilitation and production components are addressed, ensuring a consistent, tailored, and professional look and feel for all BIMA internal events.
  • Arranging for tech and facility support for events, including scheduling AV Tech staff, bartenders, requesting facility assistance on tables and chairs, and arranging for catering.
  • Meeting clients or featured performers and lecturers to discuss venue set up
  • Working with the Bistro leads as necessary to provide food and bar service; may include hiring and supervision of bartenders, and managing the beverage part of events
Rental Event Management: Development of rental income is a secondary priority for the position. Though important, rental program development and coordination will never be the primary aspect of the position.
  • Serve as primary point of contact for all private rentals at BIMA, including receptions, meetings, parties and memorial services.
  • Oversee external event production processes; manage private rental inquiries, provide orientations and tours of event spaces, provide general information on event rentals at BIMA, prepare quotes, supply vendor information to private rentals, coordinate and execute rental agreements and process payments, manage event tracking system and documentation.
  • Direct supervision and monitoring events in progress to ensure compliance with regulations, contracts, timely event services, staffing levels, building security, guest safety and client satisfaction, and day-of event support and event vendor assistance.
  • Manage and maintain client base: serve as primary contact with clients and vendors, securing deposits, retrieving signed contracts, interfacing with vendors, creating event layouts and run of show documents.
  • Supervise execution of rental events with event staff; including event run of show, scheduling staff, liaising with vendors, musicians, and deliveries.
  • Work collaboratively with the Museums preferred caterers or BIMA Bistro for external rentals to ensure a complete understanding of catering and client obligations.
Calendar Management
  • As primary caretaker of the BIMA Main Calendar, support departments in getting their events entered and updated as needed, and follow up as needed to ensure that calendar entries contain all required information as per BIMA standards.
  • Send a Weekly email update to all staff summarizing upcoming events
General:
  • Utilize Google Workspace, Microsoft Office, Salesforce, and other software to create budgets, invoices, spreadsheets, production schedules, contracts, and event support documents.
  • Keeping abreast of the state of the facilities, including overseeing inventory and maintaining equipment in good working order, including tables, chairs, banquet materials, linens, etc.
  • Help to evaluate and enhance BIMAs customer service model serving as positive promoter, advocate and ambassador of the museum at all times.
  • Train event staff on event protocols and procedures, vet new event staff and volunteers
  • Follow all security and safety protocols and create/maintain event production protocols
  • Produce detailed production plans for each event and relay details (schedules, RSVPs etc.) to Exhibitions, Visitor Services, and Facilities staff.
  • Submit post event reports in a timely manner, confirming that each document provides comprehensive details about important aspects of the event.
  • Train up on the BIMA projection system, audio set-ups, computer setups and simple sound setup. This position is not expected to be responsible for the actual tech operations except in an emergency situation.
  • Communicate any incidents, or guest feedback.
  • Other duties as assigned.
Requirements

QUALIFICATIONS & PREFERRED SKILLS:
  • Belief in BIMAs mission to inspire curiosity, wonder and understanding by connecting people with the contemporary arts and craft of the Puget Sound region
  • High School Diploma, and three years of relevant work experience. Bachelors degree in hospitality preferred but not required
  • Demonstrated skills and success with customer service, vendor, and events coordination.
  • Capacity to train to operate A/V and other related systems.
  • WA Food Handlers and Class 12 Mixology License can be obtained at time of hire
  • Outstanding customer service skills and the ability to manage multiple tasks with high energy and strong problem solving skills
  • Ability to professionally and efficiently communicate with clients, staff, and vendors
  • Must be able to quickly and accurately assess priorities and be adaptable to changing business situations and environments
  • Highly organized and detail oriented, with excellent administrative skills.
  • Demonstrated skills and success with customer service, event coordinating, managing multiple accounts, and meeting deadlines
  • Position requires the ability to walk frequently, stand for extended periods, climb, push, lift (up to 30 lbs), stoop, or carry of equipment and materials.
  • Position requires visual acuity and manual dexterity.
  • Strong computer skills supporting events planning, reports, and required submissions - Proficient in PC platform, Google Workspace (especially calendar), Microsoft Office
OTHER QUALIFICATIONS
  • Strong support for BIMAs commitment to being an anti-racist organization, and modeling diversity, equity and inclusion as a cultural organization and workplace
  • Ability to work flexible and variable hours, including some evenings, weekends, and holidays depending on scheduled events and rentals.
  • Strong team player with excellent listening skills, and ability to consider the ideas of others.
  • Ability to work in a fast-paced and complicated environment, including setting priorities, managing projects, and meeting deadlines.
  • Represent the BIMA to the public and all stakeholders in a positive and professional manner, providing outstanding service to external clients.
  • Ability to work independently and organize effectively.
  • Excellent written and verbal communication skills, including computer skills.
  • Fluency in the English language. Second language a plus!
BIMA is a non-profit art museum dedicated to filling our space with diverse and inclusive employees, guests..... click apply for full job details