Guest Relations Coordinator

1 week ago

Durham, North Carolina, United States Self-Help Full time
About Self-Help

Self-Help is a nonprofit organization dedicated to creating economic opportunity for traditionally underserved communities. We believe that everyone deserves access to the resources and support they need to thrive.

Job Title: Guest Relations CoordinatorJob Summary

We are seeking a highly organized and detail-oriented Guest Relations Coordinator to join our team at Avila Center for Community Leadership in North Durham. The successful candidate will be responsible for planning and operating events, providing excellent customer service, and supporting clients in achieving their mission-focused work.

Key Responsibilities
  • Plan, coordinate, and manage mission-focused events of varying sizes and purposes, ensuring successful execution, on-time delivery, and budget adherence.
  • Coordinate with fellow staff and outside partners to utilize event facilities, planning and executing programming that advances Self-Help's and affiliated partners' mission impact.
  • Communicate with groups seeking to host events, ensuring details and logistics are managed, and potential conflicts or problems are anticipated.
  • Greet guests and ensure proper check-out at Avila, including off-business hours.
  • Oversee day-to-day operational management of the Avila property, consistent with policies and procedures, and management direction.
  • Maintain Avila spaces, ensuring they are clean, orderly, and professional, including coordinating with vendors and organizing spaces.
  • Lead ongoing improvements of systems and processes for scheduling and hosting events, documenting details and accurate information regarding inquiries, guests, agreements, and logistics.
  • Lead ongoing improvements of systems for event operations, emphasizing efficiency while meeting and exceeding guest expectations.
  • Maintain a working knowledge of the complex needs of a wide variety of events and stay abreast of industry trends.
  • Work with Self-Help accounting staff to process payments and improve systems and coordination as needed.
  • Post and update on social media, as well as coordinate with communication staff to update and maintain the website and marketing materials.
  • Continuously monitor and evaluate the effectiveness of processes, working with leadership and staff to identify opportunities for improvement.
  • Provide excellent customer service, monitoring guest feedback through pre- and post-event evaluations, and reporting on outcomes. Follow up on guest requests and comments.
  • Support the Director of Avila Programs and Partnerships on logistics and some planning for successful programming and collaboration of Avila.
  • Serve as an ambassador of Self-Help with internal and external constituencies.
  • Act as a change agent to drive Self-Help's economic inclusion initiatives by integrating supplier diversity and the use of businesses owned by women and people of color in third-party contracting and vendor management for relevant products and services.
Requirements
  • High school diploma and four years of experience or equivalent relevant experience. Bachelor's degree preferred but not required.
  • Three years' experience as an event planner, project manager, or coordinator, administrative or executive assistant, or equivalent relevant experience.
  • Strong commitment to our mission - creating economic opportunity for traditionally underserved communities.
  • Strong commitment to excellent customer service and relationship building.
  • Ability and willingness to work outside normal work hours, as needed, including occasional nights and weekends.
  • Preference for working in organizations that place priority on teamwork and collaboration.
  • Portfolio of previously managed events (conferences, meetings, parties, corporate events) and/or facilities.
  • Exceptional communicator with strong listening skills.
  • Strong organizational skills and capable of handling multiple tasks at once with proficiency.
  • High level of focus and attention to detail.
  • Experience generating and managing reports and creating and reconciling budgets.
  • Self-motivated with experience working independently.
  • Confident and proficient on social media platforms.
  • Technology savvy and proficiency: MS Office, and virtual meeting platforms such as Zoom or Teams. Database proficiency such as Salesforce and/or intermediate MS Excel skills a plus.

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