Event Operations Coordinator

The Alliance is a multifaceted community-focused organization dedicated to providing a vibrant range of social, cultural, educational, and recreational activities for its members and the broader community. The Alliance operates a variety of facilities that host numerous events, rentals, and community programs, positioning itself as a hub for inclusive engagement and interaction. Known for its commitment to excellence and community enrichment, the Alliance continuously seeks to create dynamic and seamless experiences for both internal stakeholders and external clients.

The Event Operations Coordinator role at the Alliance is pivotal in ensuring the smooth orchestration of both event and rental coordination. This full-time position offers a unique opportunity to work at the intersection of client service and logistical execution, serving as the primary liaison for all internal and external events and rental activities. The coordinator will be responsible for managing the end-to-end rental lifecycle — from initial inquiry and space consultation through contract negotiation, payment tracking, and renewal management. By maintaining stringent compliance with insurance, legal, health, and Kashrut standards, the coordinator preserves the integrity and safety of each event.

This position calls for a highly organized individual who excels in multitasking and exhibits a strong service orientation. The successful candidate must be comfortable navigating between client-facing engagements and the operational backend, coordinating with internal departments, vendors, facilities, and security teams to guarantee flawless event execution. In addition to rental coordination, the role involves extensive vendor management including catering, audiovisual support, decoration, photography, and entertainment vendors. The coordinator ensures that all external vendors meet the Alliance’s standards and compliance requirements.

An essential component of this role is partnership with internal stakeholders to plan and manage department-led programming and special events such as development events, Aquatics banquets, and community gatherings. This collaborative planning process includes conducting event intake sessions, establishing timelines, defining responsibilities, and proactively resolving any issues on the day of the event. Coordination with security teams to deploy appropriate resources during events also falls under the coordinator’s responsibilities.

Furthermore, the Event Operations Coordinator oversees inventory management, prioritizing reuse of event supplies such as linens, decor, signage, audiovisual equipment, and furnishings, thus supporting the Alliance’s sustainability initiatives. Budget tracking and reconciliation of event costs against approved budgets are critical to maintaining financial responsibility, and the coordinator serves as the communication nexus between planners, clients, and operational teams including Facilities and Housekeeping.

Marketing efforts for the Alliance’s event spaces also involve this role, which collaborates with the Branding Department to promote facility rentals. The coordinator provides expert space consultations to prospective clients and develops easy-to-follow reference guides and how-to materials to enhance staff self-service capabilities. Additionally, the position requires a patient and clear communication style when addressing client technology inquiries in partnership with IT service providers.

Overall, this position offers a rewarding opportunity to contribute to the success of a vibrant community organization through dedicated event operations coordination, ensuring that all events and rentals not only meet expectations but contribute to the Alliance’s mission of community connection and enrichment.