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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 hiring@ybgfestival.org with the position name in the subject line, and complete the form linked below. No phone calls or drop-ins please.
Questions? Please contact us at: hiring@ybgfestival.org
Yerba Buena Gardens Festival is an Equal Opportunity Employer.
We welcome applications from all.