Arts Finance Cohort

Guide event renters through the event rental process including the event rental agreement, follow-up questions, communicating all expectations clearly, and distributing and collecting follow up surveys.. Manage and update internal information including facility and steward calendars, event rental details, and renter data.. Each week will include some regular steward shifts and occasional event rental shifts.. Understanding of non-profit arts organizational management and budgeting.. In addition to our ceramics studio, UP is home to 155 community restored stained glass windows, 35-foot vaulted ceilings, original woodwork, and more than 4,300 square feet of stunning event rental space.

hospitality coordinator

Hiring Organization: Union Project
Job Title: Hospitality Coordinator
Position Reports To: Deputy Director
Status: Full-Time, Exempt Employee

Position Summary:
The Hospitality Coordinator (HC) is an integral part of the Union Project team, taking the lead on space rental (both event rentals and workspace tenants), ensuring positive visitor experiences throughout the organization, and keeping daily operations running smoothly.
The HC coordinates event rentals from inquiry to implementation and works very closely with the steward team and all renters. They are a creative problem solver, a proactive communicator, and an outgoing connector ready to foster and strengthen relationships with staff, renters, and guests.
Primary Duties and Responsibilities
Space Rental – 50%
Seek out prospective renters and respond promptly to space rental inquiries via email, phone, and in person; schedule and conduct tours with prospective event renters and tenants.
Guide event renters through the event rental process including the event rental agreement, follow-up questions, communicating all expectations clearly, and distributing and collecting follow up surveys.
Monitor space rental financial information and needs including invoicing, payments, liquor liability insurance as needed, deposit refunds, and past due accounts.
Manage and update internal information including facility and steward calendars, event rental details, and renter data.
Coordinate and schedule the steward team and the custodial team to ensure that the facility is properly staffed, cleaned, prepared, and equipped for all rentals. Follow up with event staff after each rental to receive feedback on the event and the status of the facility.
Maintain, purchase, and track inventory of all rental equipment.
Manage all tenant relationships; overseeing and updating leases, responding to maintenance and other tenant concerns, and receiving and processing monthly rent.
Supervise Event Stewards. This includes recruiting, interviewing, hiring, training, submitting payroll, and maintaining personnel files. Cover shifts for Event Stewards when substitutes are not available.
Steward – 30%
Each week will include some regular steward shifts and occasional event rental shifts.
Greet all patrons, artists and guests, ensuring a clean, safe and welcoming environment.
Act as a proactive liaison for event renters, fielding questions and seeking assistance when needed.
Assist with setup and maintain event space throughout event, including AV equipment.
Keep event spaces clean and stocked with necessary supplies, including the restrooms.
Complete a detailed facility walk through at the close of each event, and record any damage to the facility.
Ensure event safety protocols and emergency procedures are followed.
Other duties as required by event.
Daily Operations – 20%
Conduct weekly facility-wide inspections of both internal and external spaces. Document and report all facility damage, additional cleaning needs, and low cleaning supplies.
Draft weekly calendars listing all upcoming events and programs, and disseminate to staff and tenants.
Process mail, and assist with data entry. This will include mailing out appeal letters, processing incoming donations, and sending out thank you letters.
All staff will occasionally assist the organization by:
Supporting marketing efforts by collecting written and visual content for promotional verbiage, post mortems, and impact stories as well as capturing images for use in e-communications and social media.
Participating in staff meetings as needed. (Meetings may take place in person, via phone, or via video chat.)
Conducting other related duties as assigned by the Deputy Director or Executive Director.
Qualification Requirements:
At least 2 years of experience in a customer relationship role, or in an event management role.
Flexible schedule with ability to work weekday evenings and weekends (as needed for programs and events).
Excellent skills in both written and verbal communication. Keen attention to detail.
Experience using Microsoft Office and the Google Suite. Ability to learn how to use software such as Sharepoint, Salesforce, and Square.
Reliable transportation to and from UP is necessary. Access to a vehicle is not required but is preferable.
Self-motivated and collaborative. Ability to work both independently and closely with others - staff, contractors, and volunteers - to achieve greater organizational success.
Positive attitude and ability to adapt to changing environments.
Commitment to equity and inclusion, engaging diverse communities, cultivating relationships and community building through art.
Qualification Preferences:
Experience in staff supervision, program management, problem-solving, and delegation.
Experience with CRM / database software and invoicing.
Understanding of non-profit arts organizational management and budgeting.
Salary and Benefits:
This is a full-time (40 hours per week), exempt, salaried position. The salary range starts at $35,000 a year. Staff are paid via direct deposit. The benefits package for full-time employees includes:
Eligibility for health, dental, and vision coverage including a Health Savings Account (HSA) for yourself after completion of the initial 90-day introductory period.
Eligibility for 18 days of Personal Time Off annually (PTO to accrue at 1.5 days per month worked).
11 paid holidays (including 10 set holidays and 1 floating holiday). UP’s set holidays can be seen listed at https://unionproject.org/visit/.
Access to UP’s community studio facilities and equipment as well as a shared staff workspace.
About Union Project
Union Project is a non-profit organization that uses the arts to bridge gaps between communities.
Located in a historic building at the intersection of diverse neighborhoods, since 2001, UP has empowered community members and leveraged the arts to create positive social change.
Our primary program offerings are in ceramics, ranging from arts classes for people of all ages and skill levels, to professional development services for artists, to events that bring us all together.
In addition to our ceramics studio, UP is home to 155 community restored stained glass windows, 35-foot vaulted ceilings, original woodwork, and more than 4,300 square feet of stunning event rental space. We value community, inclusivity, art and artists, collaboration, and joy. We envision a future where through the arts, everyone is able to transform their lives and communities.
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