Venue Experiences Coordinator

Tacoma, WA, USA|

Job Overview

Employment Type

Full-time

Hourly

Compensation

Hourly

Range $26.00 - $28.39

Work Schedule

Standard Hours

Benefits

Medical

Dental

Vision

basic life insurance

Disability insurance

Vacation Time

floating holidays

sick pay

Retirement Savings Plan (403b)

Commuter Benefits

Employee assistance program

Employee PacSci membership

Job Description

Pacific Science Center is a renowned institution dedicated to inspiring curiosity and fostering a passion for discovery, experimentation, and critical thinking among people of all ages, with a special emphasis on children. As a community-centered science museum and educational hub located in Seattle, Washington, Pacific Science Center offers interactive exhibits, live science demonstrations, educational programs, and engaging public events that connect people with the wonders of science and technology. Committed to an inclusive, diverse, equitable, and accessible environment, PacSci champions diverse backgrounds, identities, and experiences across its entire team. This dedication to IDEA principles ensures that every visitor and team member feels welcomed and valued, reinforcing the organization's mission to empower lifelong learning and exploration.

The Venue Experiences Coordinator role at PacSci is a critical position responsible for managing the full spectrum of event sales, planning, and onsite execution. This role involves coordinating private rentals and public programs from initial inquiry to successful event completion, ensuring seamless operations and memorable guest experiences that align with the Pacific Science Center's educational mission and business goals. The coordinator works closely with diverse teams, clients, vendors, and community partners to produce high-quality events that stimulate engagement and promote revenue growth through venue rentals and innovative programming.

The Venue Experiences Coordinator must possess strong organizational and communication skills, demonstrating the ability to manage multiple concurrent projects effectively. Responsibilities include overseeing event logistics like floorplans, staffing, vendor coordination, guest flow, and safety protocols. The coordinator also leads event sales efforts by pursuing new rental leads, maintaining vendor relationships, and supporting marketing initiatives aimed at expanding venue visibility and client engagement. Additional duties encompass processing transactions, handling guest concerns professionally, ensuring adherence to food service and alcohol policies, collaborating across departments, and maintaining accurate event documentation. This position supports the creation and curation of new event programming, particularly focused on educational and 21-plus experiences, contributing to innovative initiatives that enhance both attendance and revenue.

As a full-time regular hourly position, the Venue Experiences Coordinator is an integral member of the Venue Experiences department, reporting directly to the Venue Experiences Manager. Compensation is competitive and based on market factors, knowledge, skills, and years of experience. Employees enjoy comprehensive benefits including medical, dental, vision, disability and life insurance, a generous vacation and holiday allowance, retirement savings plans, commuter benefits, and an employee assistance program. Full-time employees also receive a complimentary PacSci membership.

Pacific Science Center embraces anti-racism and commits to fostering an equitable workplace by providing reasonable accommodations for applicants and employees with disabilities, ensuring all individuals have equal access to employment opportunities and support. This role offers a unique opportunity to join a passionate and collaborative team dedicated to community learning, innovative programming, and delivering superior event experiences that inspire curiosity and science literacy in the Pacific Northwest community.

Job Requirements

Experience in vendor management and event contracting including facility rentals and buyouts
Knowledge of event planning and operational requirements
Strong project management and organizational skills
Ability to manage multiple events and priorities simultaneously
Effective problem-solving skills and composure under pressure
Excellent written and verbal communication skills
Proficiency with Microsoft Office and event management systems such as Tripleseat or similar
Ability to collaborate across departments and with external partners
Commitment to delivering high-quality guest experiences

Job Qualifications

Knowledge of vendor management and event contracting including facility rentals and buyouts
Strong understanding of event planning and operational requirements
Effective project management and organizational skills
Proven ability to manage multiple events and priorities simultaneously
Strong problem-solving skills and ability to remain calm under pressure
Excellent written and verbal communication skills across diverse audiences
Experience using Microsoft Office and event management systems such as Tripleseat or similar
Ability to work collaboratively across departments and with external partners
Demonstrated ability to deliver high-quality outcomes and guest experiences

Job Duties

Lead events from inquiry through execution including selling contracting planning and onsite coordination for both private rentals and public programs
Oversee event setup execution and breakdown ensuring high-quality delivery and adherence to timelines
Coordinate event logistics including floorplans vendor needs staffing and guest flow
Evaluate event success through surveys observations and post-event reporting
Provide a positive informed and engaging experience for all guests onsite
Respond to inquiries via phone email and in person with accurate and timely information
Confidently handle escalated guest concerns and resolve issues professionally
Monitor guest flow entry points and event activity areas to ensure smooth operations
Process transactions including cash handling as needed
Step into operational roles as needed to support successful event execution
Ensure staff follow policies and procedures including food service and alcohol protocols
Collaborate cross-departmentally to maintain event readiness and safety
Maintain inventory of event supplies and submit reorder requests as needed
Manage and maintain all Venue Experiences calendars to ensure accuracy across teams
Ensure the safety and security of staff guests and exhibits during events
Enforce institutional policies and procedures including ID checks and facility use guidelines
Perform opening and closing procedures to secure the building
Research book and manage vendors for events with a focus on educational programming for 21 plus experiences and public programs
Own vendor coordination from start to finish including outreach site visits logistics planning contracting and day-of communication
Serve as the primary point of contact for vendors during events and ensure all needs are met
Gather vendor information for marketing and ensure timely and accurate communication with internal teams
Coordinate vendor payments post-event
Identify and pursue new venue rental leads through online platforms community groups and in-person outreach
Research and organize potential marketing channels
Manage and maintain external venue listing platforms including updating profiles responding to leads and tracking inquiries
Support targeted outreach efforts such as engaging with online communities to promote birthday parties and rentals
Assist in creating and updating marketing materials
Support marketing timelines by reviewing copy ensuring accuracy and coordinating signage and event information
Assist the Venue Experiences Manager in developing and curating new event programming
Support research outreach and coordination of partners and vendors for 21 plus events birthday programs and public offerings
Contribute to the creation of innovative mission-aligned experiences that drive attendance and revenue
Manage contracts using established systems and forms ensuring accuracy and timely completion
Track event details communications and documentation across platforms
Support event alerts and internal communications to ensure teams are informed and aligned
Perform additional duties as assigned to support Venue Experiences operations and organizational goals