YERBA BUENA GARDENS FESTIVAL
YBG Festival is hiring a Special Events Coordinator to help manage administrative and event duties for outdoor private rental events and performing arts programs in Yerba Buena Gardens. We are seeking enthusiastic applicants with events experience, excellent customer service, strong written and verbal communication, and people skills, who thrive in an environment of teamwork and interpersonal interaction. This is a full-time, non-exempt position.
Position: Special Events Coordinator
Job Status: Full-Time, Non-exempt
The Special Events Coordinator works under direct supervision of the Events Director and overall direction of the Managing Director, as part of a small dynamic team. Staff currently works a hybrid schedule with an average of 2 administrative days in-office (Weds/Thurs) and events as needed.
KEY JOB DUTIES:
RENTALS PROGRAM (80-85%)
-Screen and answer questions to rental inquiries
-Give helpful instructions on how to complete online rental application
-Respond to rental application and collect preliminary production information
-Conduct site visits for potential clients
-Answer client questions and provide helpful information on pricing and usage of venues
-Attend weekly Operations and Permit meetings with Gardens Management staff
-Prepare Permit meeting agenda to request service fee estimate and review rental updates
-File all applicable YBG Permit applications for Rental clients and follow up on Service fee quotes
-Utilize event management software (Tripleseat) to track event details
-Save down copies of documents to shared server
-Track rental submissions and confirm holds
-Draft and send fee estimate for client approval
-Prepare and send rental contract & invoice to confirm rental
-Track contract signing & payment by deadline
-Request and track receipt of appropriate COI from clients and vendors
-Update Rental Chart
-Coordinate and attend event planning meetings and production walkthroughs
-Communicate event guidelines to clients
-Obtain production schedules and floorplans for events, assist with questions and approvals
-Supervise rental events and load in/out when scheduled
-Create staffing plan for rental events work with team to schedule staff
-Attend applicable webinar sessions
-Take lead on Event planning and field support in Events Director’s absence
-Other duties as assigned
FESTIVAL & PARTNER PROGRAMS (15-20% )
-Assist with Festival and Partner Programs administration (contracts, permit applications, invoices, production documents, etc) as needed
-Ensure smooth coordination between private rentals, public Festival and Partner events
-Attend event planning meetings and walkthroughs as needed
-Occasional event supervision for Festival programs and large events as needed
QUALIFICATIONS:
-5 years of experience in production and event managing, or equivalent
-5 years of experience with rental events or outdoor events management
-Ability to be on-site for walkthroughs, events and meetings
-Excellent written and verbal communication
-Excellent teamwork and people skills
-Excellent standard of professionalism and attention to detail
-Proficiency in Google Suite, computer and tech savvy
-Ability to lift up to 30 pounds
-Work effectively under pressure and remain calm in high-stress situations
-Enjoy working in a fast-paced, highly dynamic outdoor environment
-Must be available to work a flexible schedule, including weekends and evenings
-Reside in the San Francisco Bay Area
Desired Qualities in a Candidate:
-Knowledgeable about public space management and issues
-Knowledgeable about event production
-Second language a plus (Spanish, Mandarin, Cantonese, Tagalog, ASL)
Compensation: $38 – $40 hourly, plus health, dental benefits, PTO. 403B employer match after 12 months.
To apply: Email your cover letter and resume to [email protected] with the position name in the subject line, and complete the form linked below. No phone calls or drop-ins please.
Apply for this position through this link: https://ybgfestival.org/donate/special-events-coordinator/