Facilities & Event Set Up Coordinator

Reports To: Operations & HR Manager

Hours: M-F 8 am - 4 pm; may occasionally require hours outside this range. Position is 100% on site.

Salary: Starting at $58,000/year. Offer commensurate with relevant experience.

Summary:

This role is responsible for the day-to-day oversight of facilities and the set-up, execution, and breakdown of meetings and events. This position will help to ensure a safe, welcoming, and well-functioning building while providing high-quality event support and service. Working closely with the Membership, Professional Development, and Events teams, this individual plays a hands-on, collaborative role in ensuring both the physical space and program delivery meet organizational standards and member expectations.

Responsibilities:

Facilities

• Open the building every morning. Perform building inspection at the beginning of the day and replenish all supplies for water coolers, all beverage and food stations, coffee stations in all meeting rooms, print/copy/stationery areas, and restrooms throughout the facility.
• Throughout the day, maintain the cleanliness, temperature, and supplies in the building (conference rooms, kitchens, restrooms, and supply areas).
• Monitor building systems to ensure they are operating as expected (e.g., plumbing, heating, cooling, electrical, AV).
• Coordinate repairs and upgrades to the building, including identifying vendors, obtaining estimates, coordinating the work and work schedule, submitting bills, and communicating with staff.
• Maintain regular communication with vendors, ensuring strong vendor relationships.
• Coordinate annual safety and building inspections, including elevator checks, occupancy permits, fire extinguishers, defibrillators, and fire alarms.
• Ensure regular cleaning and maintenance tasks are complete.
• Coordinate building access, including keys, alarm codes, and security systems.
• Ensure all egress areas and public aisles comply with ADA standards.
• Maintain the appearance of the building's entryway, including snow removal and keeping the front exterior clean and free from debris.

Programs

• Set up and break down all meetings and events, working collaboratively with internal teams to support program goals and timelines. Responsibilities include arranging seating and room configurations, staging, setting up food and beverage stations, coordinating with caterers, and configuring audiovisual equipment.
• Provide on-site event support and service during meetings and programs to ensure a smooth, professional experience for members, speakers, and guests.
• Participate in planning discussions as needed to anticipate space, equipment, and service needs.
• Ensure meeting rooms are reset, organized, and member-ready following each event.
• Assist with set-up and logistical support for off-site events as needed.

Office

• Place orders for snacks for meetings and general office supplies.
• Assist staff with mailing, scanning, and printing requirements, processing all incoming and outgoing mail and packages, including membership billing.
• Operate office machines, including copiers, mail machines, scanners, and other standard office equipment, and coordinate their maintenance and repair as necessary.
• Support front desk and lobby coverage during business hours by welcoming members and guests, receiving deliveries, and admitting contractors as needed.

Qualifications & Experience:

Experience: 2-4 years in an office, facilities, hospitality, or events support role

Computer Skills: Proficiency with Microsoft Office

Other Technical Skills: Database or Salesforce experience a plus

Communication: Strong communication and interpersonal skills with a service-oriented mindset

General:

• Ability to write professional correspondence
• Ability to work independently while thriving in a collaborative team environment
• Strong attention to detail and follow-through
• Aptitude for learning and acquiring new skills quickly and effectively
• Willingness and ability to learn to operate audiovisual equipment
• Flexible and responsive approach to supporting both facilities' needs and event programming
• Must be able to lift and push up to 50 pounds on a regular basis