Event Logistics Coordinator

Portland Japanese Garden – a 501(c)(3) non-profit in Portland, Oregon – is hiring for a Full-Time Event Logistics Coordinator. The Event Logistics Coordinator provides on-site support for events, including planning and execution of events, coordinating event logistics, creating event layouts, and communicating with external partners. The Event Logistics Coordinator reports to the Events Manager. This position works from the primary Garden campus, located at 611 SW Kingston Ave.

Primary Duties

• Provide on-site support for events, including set-up and take-down
• Work with event owners to plan event dates, timelines, themes, and needs
• Design, confirm, and communicate space layouts, capacity limits, and staging requirements for events
• Plan and coordinate logistics with all external partners (e.g., caterers, rentals, entertainment, décor)
• Keep the Sharepoint event calendar and all room calendars up to date with event details and reservation information
• Coordinate parking reservations for events, including delivery of event equipment and supplies
• Book performance, rental, and catering contracts
• Assist with the direction of internal event kick-off meetings
• Participate in post-event debriefs with Garden staff and partners
• Maintain and update event owner resources, including the Event Planning & Protocols Guide
• Notify relevant staff and departments of event-related closures and other impacts to guests
• Monitor event facilities and equipment, maintain the cleanliness of event spaces, and submit facilities tickets if repairs are required
• Conduct research needed to support all aspects of future events
• Assist with the direction and implementation of internal event policies
• Maintain and update inventory of event equipment and supplies
• Keep the staff breakroom supplies stocked and order more breakroom supplies as needed
• Other duties as assigned

Other Responsibilities

• Familiarize oneself with the organization and the Employee Handbook
• Get to know fellow staff members, developing trust, establishing credibility, encouraging teamwork, and creating an atmosphere of open, honest, two-way communication
• Serve as a role model for Garden volunteers, providing support and encouragement to volunteers in their roles across the Garden
• Maintain a high level of professionalism in manner and appearance
• Adhere to Garden Dress Code and wear assigned uniform for events

Qualifications

Studies have shown that women and people of color are less likely to apply for jobs unless they believe they meet every one of the qualifications as described in a job description. We are most interested in finding the best candidate for the position, and that candidate may be one who comes from a less traditional background. If you are interested in applying, we encourage you to think broadly about your background and qualifications for this role.

• Experience in event planning, coordination, and logistics support preferred
• Strong organizational skills and ability to manage multiple tasks and deadlines simultaneously
• Ability to effectively communicate with event owners, internal teams, and external partners
• Detail-oriented and able to plan ahead
• Positive, cooperative, team-oriented attitude
• Proficient in Microsoft Outlook, Word, Excel, Teams, and PowerPoint

Special Requirements

• Schedule flexibility is required with availability days, evenings, and weekends as needed
• Must be able to lift up to 50 lbs regularly
• Must have a valid driver’s license and a clean DMV record
• Must have or be able to obtain a current OLCC alcohol service permit
• Must be able to work outside in a variety of weather conditions

Compensation & Schedule

• Wage: $23.00 - $23.50/hour, depending on experience
• This is a full-time, hourly position, with 40 hours per week. Workdays are typically Tuesday - Saturday, and will vary at times to accommodate event schedules. Shifts are typically 8 hours (plus ½ hour lunch).
• Benefits
  • health, dental, and vision insurance (premium 100% covered for employees), with partial deductible reimbursement
  • 401k plan (after 6 months, with 4% employer match after 1 year)
  • flexible spending accounts for medical and dependent care expenses
  • paid time off
    • vacation: 2 weeks (10 days) per calendar year to start, with regular increases
    • sick: 10 days per calendar year
    • holidays: 10 holidays per year
  • free access to the Employee Assistance Program (EAP)

Transportation

The Garden is located at 611 SW Kingston Avenue, in Washington Park. Below are the transportation options for staff commuting to the Garden:

• Parking: Staff may park in the pay-to-park spaces throughout Washington Park. The cost is $8/day, or staff may request parking permits from Washington Park. The Garden subsidizes a portion of the cost for parking permits; the cost for staff is $75/month during the high season (March – September) and $50/month during the low season (October – February).
• Bus Passes: For staff who take public transit as their primary means of commuting to the Garden, we provide paid bus passes. Full-time staff receive a monthly TriMet pass, and part-time staff receive daily passes, based on their work schedule.
• Transportation Stipend: Staff who take any form of alternative transit to get to work qualify for a $5 daily stipend. This includes taking public transit, walking, biking, carpooling, or getting dropped off. The only staff who do not qualify for the stipend are those who are receiving a bus pass through the Garden.

Applications

To apply, please submit a resume, cover letter, and three work-related references through our online Career Center. Incomplete applications will not be considered. Please no phone calls or hand delivered applications. Applications will be accepted until the position is filled.

All submitted applications will be held in confidence.