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Sfmoma

Posted 15 days ago

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Rental Events Operations Coordinator, Temp (7 months)

San FranciscoHybridContract

AI Summary

Supports the Rental Events team by coordinating event documentation, scheduling on-call staff, and acting as the onsite point of contact for vendors, clients, and museum teams to ensure seamless event execution.

About this role

The San Francisco Museum of Modern Art is one of the largest museums of modern and contemporary art in the United States and a thriving cultural center for the Bay Area. We cannot imagine life without art; it inspires and connects us every day. Now more than ever, these connections matter and are aligned with our values.
Inclusive: We strive to be a museum of many voices in dialogue.
Passionate: We believe working with art is more than a job or trusteeship - it's a way of life.
Brave: We are committed to approaching our work with courage and a sense of adventure, always ready to explore new perspectives.
Empathic: We aim to act like a person, not an institution.
SFMOMA is a place for the infinitely curious to explore, support, and experience the art of our time. We believe that modern and contemporary art can influence the way we think, view the world, and embrace the many voices and perspectives around us. We aspire to foster an environment that elicits joy, nurtures a sense of belonging and purpose—where difference is seen as a strength, and every one is appreciated for their whole self.

Schedule: Full Time, 35 hours/week, Temporary (7 months), at least three days working onsite
The Rental Events Operations Coordinator plays a key role in supporting the daily operations of the Rental Events team, contributing to the successful planning and seamless execution of all Rental Events. This position requires clear, direct, and professional communication with internal partners, clients, and vendors.
The Operations Coordinator is responsible for generating event documentation, assisting in the instruction and guidance of the on-call Event Specialist team, and supporting the Operations Manager in relaying to museum colleagues in other departments the scheduling details and overall impact of upcoming rental events. This role demands strong organizational skills, attention to detail, and the ability to collaborate across teams to uphold customer service standards and operational efficiency.
Working flexible hours onsite, including evenings and weekends, this position supports and reports to the Rental Events Operations Manager.

Responsibilities & Duties

  • Act as onsite point-of-contact for vendors, clients, and museum staff while executing active events, ensuring all policies and procedures of the museum are followed.
  • Assist in guiding and counseling the on-call Event Specialists assigned to an event. Ensure the on-call staff adheres to the event timeline (including following scheduled meal breaks) and promptly completes event duties during events.
  • Support Rental Events Operations Manager with drafting event documentation, updating all event management and scheduling software, and updating project task lists.
  • Display exceptional customer service skills, including clear and thoughtful communication with internal and external partners, as well as a willingness to go above and beyond to deliver exemplary experiences to clients.
  • Assist the Operations Manager in scheduling the on-call Event Specialists needed to support all Rental Events.
  • Problem-solve with a wide range of stakeholders, becoming an expert in the execution of museum policy and procedure during events.
  • Partner closely with the Facility Operations, Janitorial, Engineering, and Security teams to ensure they are appropriately staffed to support Rental Events.
  • Attend and support regularly scheduled operations meetings, facilitating communication between security, operations, and enterprise events when possible.
  • Update all arrangement details in Artifax software to ensure Rental Events are listed accurately and are free of conflicts. Follow up on changes needed with Operations Manager.
  • Understand, maintain, and complete centralized schedule activities in Asana.
  • Contribute to event planning, scheduling, and on-site event management support for the wider Events team, as requested.

    • Qualifications & Skills

  • College degree desired, or equivalent work experience.
  • Minimum of two (2) years of event coordination experience required.
  • Experience in customer relations is essential.
  • Experience with Microsoft Office 365 is required.
  • Experience with intra-departmental communications within large organizations strongly desired.
  • Previous experience in a museum setting is desired.
  • Experience with venue management software and project management software, like Asana, is a plus.

    • Working Conditions

  • Must be able to lift and carry at least 35 lbs.
  • Must be able to work flexible hours onsite, including nights, weekends, and early mornings.
  • Must be able to remain on your feet for extended periods during event shifts

    • Skills

    ArtifaxAsanaCustomer RelationsEvent CoordinationIntra-departmental CommunicationsMicrosoft Office 365Project Management SoftwareVenue Management Software

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