Event Operations Coordinator

The Alliance is a multifaceted community organization dedicated to providing a welcoming and dynamic environment for its members and the greater community. Known for its vibrant programming and flexible event spaces, the organization hosts a variety of activities ranging from cultural celebrations and educational workshops to social gatherings and large-scale events. The Alliance continually strives to foster community engagement, cultural enrichment, and inclusive participation. This makes it a sought-after destination for both internal events and external rentals. With a strong commitment to operational excellence and superior client service, the Alliance is a leader in event management and rental coordination within its community and beyond.

The role of Event Operations Coordinator at the Alliance is pivotal to maintaining this reputation of excellence. This position is full-time and tailored for a dynamic individual who thrives on organizing, coordinating, and supporting both event and rental operations. As the primary liaison for all internal and external events and rentals, the coordinator plays a critical role in ensuring smooth and efficient processes from the inception of event planning to execution. This involves extensive client interaction, vendor coordination, logistical planning, and administrative support.

The successful candidate will be integral in managing the lifecycle of event rentals including intake processes, space consultation, contract negotiation, payment tracking, and renewal management. They will work closely with internal departments and external clients, creating a seamless experience for all parties involved. The coordinator also ensures compliance with legal, insurance, health, and Kashrut requirements, showcasing a commitment to quality and regulatory adherence.

Vendor management is another essential aspect of the role, where the coordinator acts as the facility liaison for various external service providers such as caterers, audiovisual teams, entertainers, and decorators. Strong organizational skills and attention to detail are necessary to oversee vendor logistics and facility compliance.

Internal collaboration is highly valued, as the coordinator partners with leadership and program teams to manage significant in-house events and programming. Crisis management and security coordination with community security and local police authorities further underline the importance of this position within the organizational framework.

Moreover, the coordinator responsibly manages event supply inventory, prioritizing sustainability by encouraging reuse of materials over disposable options. Budget tracking, reconciliation, and transparent communication with finance leadership ensure financial stewardship and accountability.

In addition to operational duties, the coordinator serves as a communications bridge among rental clients, event planners, and facilities teams, ensuring that space setup, event turnover, and housekeeping are timely and efficient. Marketing support for rental spaces in collaboration with the branding department highlights the role's contribution to organizational growth.

Post-event evaluations provide critical feedback that helps improve future events and enhances client satisfaction. The position also emphasizes staff empowerment through the creation of user-friendly reference materials and provides frontline technology support to clients in coordination with the IT team.

Overall, the Event Operations Coordinator position at the Alliance offers a challenging and rewarding career opportunity for an organized, client-focused professional who is eager to contribute to community engagement and high-quality event management.