Events and Beverage Coordinator

2 weeks ago

Oshkosh, United States Paine Art Center and Gardens Full time

The Paine Art Center and Gardens in Oshkosh, Wisconsin, seeks an engaging professional to coordinate events and beverage operations on the historic property. The position is responsible for the sales and oversight of rental events, the coordination of logistics for the Paine’s special events, and the operation of beverage service for all events. The position also plays a key role in special presentations for the public, such as Nutcracker in the Castle during the holidays. The Events and Beverage Coordinator must build and maintain strong working relationships with internal and external partners and leverage these relationships to deliver well-organized, extraordinary events and service.

The coordinator position is full-time (part-time possible) and requires daytime, evening, and weekend hours. The position reports to the Events Manager. Salary is $34,000-40,000, based on experience.

**RESPONSIBILITIES**

**Rental Event Coordination**
- Serve as primary contact for wedding and event rentals (weddings, showers, birthdays, rehearsal dinners, luncheons and receptions).
- Follow up on leads.
- Schedule tours with prospective clients. Conduct tours of property.
- Create rental agreements.
- Meet with clients to develop room layouts and rental details.

**Paine Events Coordination**
- Coordinate logistics and service for Paine member, donor and partner events.
- Serve in a leadership role for the Cupcake Cafe during Nutcracker in the Castle.
- Assist with coordination of tasks and leadership of staff and volunteers for events such as (but not limited to) Rooms of Blooms, Director’s Garden Party, Jazz in the Gardens, and the Paine Gala.

**Pre-Event Coordination**
- Communicate event needs with internal stakeholders including event staff, set up personnel, security, gardens team and administration.
- Prepare equipment and supplies for upcoming events; help transport, organize and label equipment and supplies.
- Oversee and assist with event set ups.

**Beverage Operations**
- Manage the ordering, stock, and inventory details of liquor sales at the Paine in compliance and accordance with all necessary laws and policies.
- Work under the direction of the Events Manager to manage invoices and purchasing in accordance with approved annual budgets.
- Develop and implement Standard Operating Procedures for bar service staff.

**Onsite Coordination & Supervision**
- Serve as primary on-site coordinator for social, non-profit and Paine events.
- Attend events to facilitate operations and respond to emergencies if necessary as well as to ensure that all logistics, operational aspects and clients’ needs are fulfilled.
- Serve as onsite contact for other rental events, such as rehearsals and weddings, as needed.
- Provide leadership, supervision and training to part-time events staff, volunteers and interns.
- Provide hands-on event support to include line-level tasks and duties needed to ensure a successful event.

**Administrative**
- Keep updated records. Communicate event needs with internal stakeholders.
- Create proposals and contracts.
- Assist with event staffing and event staff communications.
- Complete post-event reporting and tasks.
- Update organization’s calendars with meetings, tentative and definite events.
- Create diagrams and event orders to document event set ups and details.
- Follow up with clients regarding deadlines and payment due dates.
- Reach out to vendors to coordinate set up times and relay Paine Facilities Use guidelines.

**Logistics Management and Inventory Control**
- Maintain and update inventory of supplies, consumables and equipment to include food and beverage items.
- Identify and communicate buildings and grounds repair needs to facilities manager.
- Ensure spaces, supplies and equipment are organized and cleaned after and between functions.

**Projects and Special Events**
- Assist in brainstorming, developing and coordinating projects that will lead to more efficient event coordination, increased sales and/or higher customer satisfaction rates.
- Assist with planning and executing new events as they arise.

**REQUIREMENTS**
- Genuine interest in event planning and wedding coordination
- Positive and professional demeanor and appearance
- Excellent interpersonal and customer service skills
- Strong organization and time-management skills with careful attention to detail
- Able to work independently as well as part of a team
- Willing to commit to and serve the Paine’s Core Purpose and Values
- Must be willing to obtain a bartender’s license as well as food handler’s safety certificate

**Preferred**
- 1-3 years administrative, sales or event industry experience as a volunteer, intern or staff member.

**Working and Physical conditions**
- Position is full-time, 40 hours per week (part-time possible).
- Position works in both an office setting as well as inside various buildings and in gardens throughout our 3.5 acre estate.
- Flexibility in the days of the week/hours

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