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Rentals and Events Coordinator
3 months ago
**Salary Range**: $30-34.00/hr. with a comprehensive benefits package that includes health, dental, vision, FSA, CalSavers Retirement program, commuter benefits, paid time off, and opportunities for professional development.
**Location**: This is a full-time, onsite position located in San Francisco, CA.
**Reports to**: Facilities & Operations Manager
**Closing Date**: May 15, 2024. Applications will be reviewed on a rolling basis, and priority consideration may be given to earlier applicants.
**Attention Applicants**
**About AAACC**
Located in San Francisco’s historic Fillmore/Western Addition neighborhood, the African American Art & Culture Complex (AAACC) presents, offers, and celebrates Black art, artists, and culture through educational, innovative, enriching, and empowering programs and services that inspire and uplift the community. Within its 34,000-square-foot facility, the center provides a wide variety of art and cultural programming for youth, adults, and families, including visual, digital, and performance. The center features two indoor galleries, an outdoor gallery showcasing murals, and a 206-seat theater for live shows, film screenings, and seminars. Recognized as one of the premier Black arts and cultural institutions in the San Francisco Bay Area, AAACC houses some of the most celebrated African American arts and culture organizations in the region.
**Job Summary**:
The Rentals and Events Coordinator will play a pivotal role in embodying and communicating AAACC’s mission and vision through exceptional event experiences. This role will be at the forefront of planning, coordinating, and executing a diverse range of events, managing space utilization, and facilitating facility rentals.
Key responsibilities include event booking, overseeing rental contracts, managing internal space requests, and coordinating with vendors to ensure seamless event execution. You'll thrive in this role if you possess a deep commitment to AAACC's mission, coupled with sharp attention to detail, innovative problem-solving skills, and a knack for building authentic relationships with guests and vendors alike.
**Key Responsibilities**:
**Event Coordination**
- Organize and execute all AAACC rental events and bookings by confirming walk-throughs of setup/needs and event dates, ensuring appropriate departments/staff are notified.
- Utilize AAACC's rental management software, Proximity, to manage and coordinate the calendar of all events, space usage, and rental requests, both external and in-house, including resident artists in coordination with programmatic events.
- Take the initiative on cross-departmental communications and responsibilities as necessary for participation, and request resources as needed (artists, curators, marketing, programming, etc.).
- Manage rental budgets, invoices, staffing, agendas, timelines, and checklists, and conduct debriefs to identify and share opportunities for improvement.
- Collaborate with the Facilities Manager to ensure rental events are adequately staffed.
- Schedule and provide venue tours to educate renters about building policies, permits, and other documents required prior to events.
- Communicate with artists, technical directors, or Co-Executive Directors to ensure the smooth running of performances, lectures, and other events.
- Provide onsite coordination support staff to ensure a great experience for AAACC visitors.
- Collect and archive all production elements at the completion of each rental.
- Act as a liaison with both Facilities and Accounting to ensure timely notification of events, proper billing, and bi-weekly accounting check-ins for expense tracking.
- Coordinate with Facilities & Operations Manager to ensure events follow and execute on building use guidelines and procedures.
- Ensure the building has proper permits, reporting and documenting any accidents or incidents.
- Obtain pertinent permits, such as alcohol, events, and entertainment, for each event beforehand.
- Maintain relationships with vendors and membership holders, coordinating as needed and suggesting ways to grow AAACC’s vendor database and memberships.
- Build relationships with auditors, permit staff with license permits, and other entertainment commission stakeholders.
- Attend a variety of meetings as assigned.
- Maintain confidentiality and exercise discretion when dealing with important information such as building codes, passwords, etc.
- Operate a computer, copy machine, security console for opening and closing of the building, and other office equipment as assigned.
- Assist with set-up and clean-up as needed.
- Assist and sit at the front desk as needed.
- Other tasks and duties as assigned
**Parking Lot Coordination**
- Secure applicable permits (smoking, fire, entertainment, temporary event permits, etc.) and coordinate street closures with the city and partners.
- Arrange and schedule parking attendants and security staff as needed for special events, including ev
