Job Overview:

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.

Performance Responsibilities:

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 Monday.com 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 KenMar 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.

Knowledge and Skill Requirements:

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 Monday.com.
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).

Events & Facilities Coordinator