Event Coordinator - Santa Barbara Woman's Club

Santa Barbara Woman’s Club Event Rental Coordinator Job Description

The Santa Barbara Women’s Club is a historic venue that reflects timeless charm. Nestled in the beautiful Mission Canyon area of Santa Barbara, it offers weekly Club events, as well as a venue for intimate and large weddings and other special events

Overview

This is a part-time position requiring approximately 16 Work hours per week, to cover the hours of noon until 5:00p on Thursdays and Fridays mainly in the office. Some hours may be worked on weekends as needed to conduct tours, or to monitor Club events, and some hours may be worked virtually.

Monitor Rental phone system and emails, respond to rental and tour inquiries within 24 hours. Give tours of Rockwood, provide information about renting the building, what is included, date availability, cost related information and answer all questions.

Prepare rental agreements using SBWC template and ensure timely completion and distribution of signed agreements to client, and appropriate Board Member. Ensure proper receipt of deposit, request balance due invoice from Treasurer, scan and send it digitally to clients 2 months prior to event. Follow up with client to ensure receipt of balance payments.

Be present to work some of the events including any Wedding Fair that is held at the Club. Interact with rental clients to obtain photos and testimonials. Take photos and videos of events when possible and with proper authorization.

Work closely with Facilities Manager regarding rental events. Maintain an online spreadsheet to track all activities starting with the original tour through the return of the cleaning deposit and sending digital feedback form, and receipt of all vender and insurance information for each event. Maintain calendar of all scheduled rental events.

Report to the President and Rentals Chair on all projects, duties and tasks. Support Club functions by taking reservations and payments from members as needed. Update the wedding portfolio, event price list and rental contracts in coordination with the Auditor/Rental Chair as needed.

Coordinate through voice and electronic communication with the Office Coordinator regarding information in support of Club and cottage rental business. Respond promptly to emails on the events and communications accounts.

Post information on the website as directed by the President or Auditor/Rentals Chair. Obtain training to learn additional programs as related to the rental business, as needed. May assist with implementation and updating of digital document signing systems.

Skills/Qualifications Required

Some College with 5 years’ experience

Utilize excellent communication and customer service skills in all interactions with Board Members, Club members, Event Vendors and Clients, and the Public.

Strong Organizational, time management, marketing, sales, communication, and administrative skills to secure event rental clients for the Clubhouse.

Manage Social media presence including, but not limited to, Facebook and Instagram to maximize our exposure.

Thorough knowledge of and experience using MS Outlook, Word, Excell, Canva, Airtable, Mac computer systems, WordPress website software, Square, and DocuSign, and learn new programs to support the Club rental business. Proficient with photocopier and scanner.