The Membership Events & Operations Coordinator serves as a member of a team who provides customer service to HRC staff, volunteers, tenants, clients, and visitors in the three functional areas of the Operations Division: hospitality/Reception; events management and administrative services. Operations Coordinators may have a focus on one or more of the three areas; however, all Operations Coordinators will be cross-trained and expected to be able to perform in all three service areas in response to schedule, needs, and priorities of the organization as directed by the Operations & Events Manager.
This position for 9 months of the year also focuses heavily on the logistics of HRC’s pride outreach program. Working with the Membership Outreach team, this employee will continually analyze systems to ensure all representatives of the organization at pride events are equipped to sign up as many members and supporters as possible.
Membership Events & Operations Coordinator
Position Responsibilities:
Membership Logistics:
- Serve as project lead for HRC’s 200+ event pride fulfillment program.
- Ensure all materials arrive to pride stakeholders in the appropriate time-frame.
- Develop and maintain a live inventory system for all membership supplies, premiums & publications.
- Continually refine and analyze, in partnership with the Membership Outreach team, ways to streamline shipping and receiving and reduce costs.
- Analyze trends in membership premium success and provide feedback to Membership Outreach team.
- Oversee 3-4 temporary employees focusing on pride for heaviest of seasons.
- Potential travel to pride events 1-2 times per year; weekend travel required.
Hospitality/Reception:
- Serve as the building Receptionist – provide hospitality and customer service to HRC staff, volunteers, tenants, clients, and visitors.
- Manage and direct incoming telephone calls to HRC.
- Maintain weather condition and incident log.
- Handle basic safety and security procedures.
Events Management:
- Meet with potential customers to preview space and services.
- Work with HRC staff and external clients to plan events including ordering supplies, catering and other services as required.
- Interact professionally and courteously with event organizers, caterers, and attendees.
- Set-up and break-down spaces to meet event requirements.
- Ensure AV resources are available and functioning as required by the event.
- Ensure food and alcohol are served and handled per appropriate protocols and/or regulations.
Handle administrative tasks associated with events: contracts, billing, alcohol licenses, etc.
Administrative Services:
- Sort and deliver mail and packages.
- Trouble-shoot problems with copiers, fax machines, etc. and follow-up
- with service companies as required.
- Assist and/or prepare parcels and packages for shipping.
- Deliver paper, coffee, and other supplies to floors.
- Order and/or procure supplies.
- Move, organize and manage stock in storage.
Assist with the Pride storage, shipping and fulfillment project.
Other duties: As assigned.
Position Qualifications:
- Logistics & results orientation in a fast-paced, high-volume environment a must.
- Aptitude for on the on-the-spot critical thinking & independence based on program goals.
- Bachelor’s Degree required or at least one to three years experience in an office and/or Facilities environment.
- Must be personable and be able to provide pleasant, responsive, customer service.
- Professional appearance, demeanor, attitude, and judgment are essential. Must be flexible and able to work collaboratively and cooperatively as a team with other Operations Coordinators to meet the division’s workload and responsibilities.
- Must be able to lift at least 50 pounds and be able to perform the physical demands of the job such as setting up, breaking down and moving tables and chairs; lifting boxes and packages; stocking shelves; etc.
- Must be able to work flexible hours, occasional overtime, and occasional evening and/or weekend hours.
- Attention to detail is critical. Experience with Microsoft Office Word and Excel required.
- Demonstrated commitment to issues of LGBT equality.
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