Events & Facilities Coordinator

The Event and Facilities Coordinator plays a vital role in managing daily facility operations, executing events, and providing administrative support to ensure smooth organizational functions.

• Maintain Facility Supplies:
  Copy paper, staplers, etc for P2 workroom
• Ordering and maintaining stock of kitchen supplies and refreshments from Sam's Club/Amazon
• Completing Credit Card Log with each order and/or submitting invoices via the  system, as appropriate
• Maintain the cleanliness of kitchen linens
• Ordering supplies and special requests submitted via the Maintenance & Supplies Request Forms
• Event Hosting. Proactively supports all CIESC facility needs, including:
  • Set up for all meetings hosted at CIESC.
  • Room reconfiguration.
  • Electrical setup (backup for tech team).
  • Cleaning of tables/chairs.
  • Restock Room supplies (coffee caddies, fridge (if applicable), easel pads, hand sanitizer, Clorox wipes, Kleenex).
  • Create/place directional signage for events.
  • Ongoing room checks to ensure rooms are clean and clutter-free.
  • Assist guests with event catering recommendations/requests
  • Assist with ordering CIESC catering when necessary. (Susie is Primary - you will be backup)
  • Welcome the meeting host/facilitator. Manage beverage/food items as agreed upon during events.
  • Coordinate technology setup for events with the host and the technology specialist.
  • Maintain table linens used for in-house events
• Coordinate water dispenser and coffee machine contracts, maintenance, and supplies
• Communicate with Ken Mar and cleaning crews when necessary.
• Attend weekly Events team meetings.
• Be a member of the social committee
• Assist the Events Manager with reviewing and scheduling incoming facility booking requests; creating/sending event contracts and invoices; and using the facility's communication plan to communicate with event organizers.
• Assist the Events Manager with ordering furniture, appliances, and other necessary items.
• Assist the Events Manager with staff relocation and other general facility maintenance needs.
• Complete other duties and tasks as assigned by the Events Manager and/or Associate Executive Director.
• Reports to and is evaluated by the Events Manager.

• The ideal candidate for this role should have a minimum high school diploma or equivalent and 1-3 years in facility maintenance, event support, or administrative operations.
• Ability to multi-task and change priorities as needed.
• Capable of effectively working independently with minimal direction and working as part of a team.
• Maintain a positive attitude in stressful situations.
• Strong organizational skills and attention to detail.
• Proficient in Microsoft, Google Suite, and Zoom or similar video conference call platforms.
• Proficiency with or quick adaptability to project and workflow tools like
• Excellent oral, written, and interpersonal communication skills.
• Willingness to learn.
• Ability to perform light physical tasks (lifting up to 30-40 lbs for furniture moves, table/chair setup, cleaning, and stocking supplies).