The Events Coordinator at the Museum of Contemporary Art Jacksonville (MOCA) works closely with the Event Sales & Service Manager on events and catered functions from origination to execution. Responsible for planning, organizing, and communicating all aspects of internal events (ie. Museum Events) and support of the MOCA Event Sales & Service Manager in those activities for external events (ie. Client Rentals). Serves as on-site representative on the day-of for all events, responsible for resolving issues and problems to ensure quality product delivery to customer satisfaction and according to contract terms. Responsible for physical setup of the event, planning rental of tables, video/audio equipment, and linens. Responsible for management and scheduling of event and catering staff as necessary.
Essential duties and responsibilities
Works closely with MOCA Event Sales & Service Manager to develop, execute, and maintain effective sales and marketing strategy to generate leads and secure events and catering business. Provide support to MOCA Event Sales & Service Manager with negotiation and booking new and repeat business through outside sales calls, mailings, as they work with in house marketing team to develop and implement other activities designed to meet or exceed revenue goals. Provide support to MOCA Event Sales & Service Manager with negotiation planning, organization, and communication of event details with customers; Serves as on-site representative on the day of for all events, responsible for resolving issues and problems to ensure quality product delivery and customer satisfaction and according to contract terms. Manages all aspects of MOCA’s bar; including but not limited to: hiring, training and scheduling bar staff, ensuring bar equipment and facility is in good repair, developing and maintaining bar inventory, beverage menus and pricing, vendor relationships (distributors), works closely with MOCA’s Deputy Director to maximize revenue potential. Complete event sheets, floorplans, journal transfers, bar service maintenance other necessary internal and external paperwork. Coordinate menu tastings, presentations, and other events to promote the MOCA brand and quality. Develop a predefined and consistent schedule for facility tours. Achieve budgeted catering revenue goals; With the MOCA Event Sales & Service Manager, supervised by MOCA’s Deputy Director, participate in the ongoing forecasting process, develop and propose alternative revenue strategies which faced with business changes. Works with Communications and Marketing department by providing quarterly report data for events and catering and ensures venue packets are available at front desk and securing event photography from clients for promotional materials. Schedule personnel and supervises event and catering staff as necessary. Work with HR to review catering staff job descriptions, pay structures and provide necessary information for bi-weekly payroll including invoices, schedules, etc. Responsible for maintaining events and catering supplies and inventory and annually assessing needs for repair or replacement of equipment during budget season. Conducts monthly inventory of tables, chairs and linens and other MOCA rentals. Responsible for post event return to normal business, restocking of supplies, sending linens to cleaners and receives and organizes linens when returned, maintaining clean organized and accessible rental inventory. Sends linens to cleaners post event and receives and organizes linens when returned Responsible for post event “thank you note”, solicitation of feedback, including but not limited to events “wrap up” email communication within 24 hours after the event.
Prior experience in hospitality, catering and event management and bar management is required. Exceptional interpersonal skills, including oral and written communications. Excellent organizational and follow-up skills with consistent attention to detail and accuracy.. Self-motivated, thoughtful, resourceful, and creative. Preferred: Servsafe bar manager certification or equivalent, and/or completion of a State of Florida endorsed training such as TIPS Alcohol Training Course
Education and Experience
A Master’s degree from a regionally accredited college or university in a directly related area of specialization; or a Bachelor’s degree from a regionally accredited college or university and two years of experience directly related to the job functions. Applicants must complete an online application, as well as upload supplemental documents, at www.unfjobs.org in order to be considered for this position. Applicants who do not apply online and/or who do not upload required documents, may not be considered for hire. Once you submit your application and documents you will receive a confirmation number. Please keep the confirmation number for your records. You may direct inquiries to Ben Thompson at (904) 620-4206.
$40,000 to negotiable