Venue Operations & Event Sales Coordinator

Description

Do you have a passion for database systems and customer service? Are you inspired to create positive change in our local community? Do you enjoy working in a collaborative and supportive environment in a values-driven organization that cares deeply for its employees? If so, the Boulder JCC might be the place for you!

Our dynamic and community-centered organization is seeking a talented, conscientious, and highly organized Venue Operations & Event Sales Coordinator to join our team. This role serves as the operational backbone of the Venue & Events Department, delivering critical business support, financial oversight, database administration, and client pipeline management.

Working closely with the Venue & Events Director as part of a collaborative Operations Team, you will act as the primary financial bridge between Venue & Events and the Finance Department. You will manage end-to-end client account records, streamline operational workflows, and serve as a knowledgeable, welcoming point of contact for current and prospective clients.

The ideal candidate thrives both independently and collaboratively, proactively anticipating departmental needs in a fast-paced environment. This position calls for exceptional organizational and analytical skills, strong problem-solving initiative, and clear, professional communication. If you are detail-oriented, passionate about helping others, and eager to support special events from initial inquiry to final execution, we would love to connect with you.

Financial & Contract Management

• Oversee the end-to-end event contracting and invoicing lifecycle, ensuring accurate terms, timely execution, insurance compliance, and municipal permit clearance (e.g., City of Boulder Special Event Permits).
• Manage client billing, payment tracking, accounts receivable follow-ups, and confidential financial data in accordance with BJCC standards.
• Oversee preferred caterer and vendor contracts, ensuring active agreements, up-to-date certificates of insurance, and timely collection of Facility Maintenance Fees.

Budgeting & Financial Strategy

• Partner with the Venue & Events Director and Finance Department to build annual department budget and align service pricing strategies.
• Monitor monthly revenue, expenditures, and budget variances with staff, ensuring revenue is on track and all departmental purchasing adheres to guidelines.
• Conduct regular financial reconciliations with the Finance Department between CRM (Salesforce) and accounting software (Sage Intacct).

Administrative & Client Operations

• Serve as a primary point of contact for client, prospect, and visitor inquiries, providing expert information on BJCC facilities, rentals, and capabilities.
• Maintain complete, audit-compliant physical and electronic client records following state and federal regulations.
• Assist leadership with staff scheduling, training logistics, and cross‑departmental administrative support.

Information Systems & Process Optimization

• Maintain master event calendars and maintain accurate, standardized data across systems.
• Partner with Data Management to build custom Salesforce reports/templates and optimize workflow technology for the department.
• Evaluate current and emerging software solutions in collaboration with Operations and Finance teams to improve operational efficiency.

Departmental & Event Support

• Lead or support prospective client tours, sales presentations, and live‑streamed event client management.
• Occasionally provide coverage for day time events for the Venue & Events Department as needed.

• Bachelor’s degree in a related field (or equivalent practical experience), plus 2+ years of experience in venue operations, administrative finance, or a similar…