Event and Visitor Services Support Coordinator

Frick Art Historical Center   Pittsburgh, PA   Full-time     Hospitality
Posted on June 17, 2022

The Event & Visitor Services Support Coordinator will be directly responsible for all aspects of events at the Frick Pittsburgh. This position is responsible for promoting the Frick Pittsburgh as a venue for private, and corporate functions. This position will also be responsible for meeting established revenue goals for this area of the organization. This position is responsible for assisting internal Frick departments in planning internal events, parties and meetings.   The Event & Visitor Services Support Coordinator will be scheduling and facilitating the details required for each booking from site tours, contracts, coordinating staff and representing the museum in a professional and friendly manner. Working directly with internal and external customers, this position is responsible for the day-to-day management of the event program, including customer service, scheduling, coordinating support services and the dissemination of information concerning facility use and related financial management tasks. The Event & Visitor Services Support Coordinator will foster positive internal and external relationships, bring energy, enthusiasm, and endeavor to work in a collaborative environment in order to maintain and grow the financial strength of the institution through the sales and management of rental events. During slow event times, this position will assist in the Visitor Services department, by working shifts as a Museum Experience Associate and performing other Visitor Services tasks as requested.  The Event & Visitor Services Support Coordinator will be joining the Frick during an exciting period of renewal and change, as the museum seeks to become an actively anti-racist organization that can serve as a vital resource for our entire community. 

  • Must have a commitment to fostering a workplace culture of Equity and Inclusion.
  • Please note that all employees must be able to show proof of COVID vaccination and booster.

Reports to:      Director of Enterprise and Visitor Services

Hours:              35-hour work week that requires on-sight evening and weekend work.  This means that a flexible schedule is necessary.

Status:             Full-time, non-exempt with benefits

Salary:             $26,106 - $32,633, based on experience

 

External Event Responsibilities: 55%

  • Responds to rental inquiries, fielding all incoming calls and emails, questions and requests regarding the facility rental and conducting site tours with potential clients.
  • Assists in managing relationships with contracted vendors. Contacts vendors regularly to ensure excellent response time, satisfaction with clients, and coordination of set-up/drop-offs.
  • Works with Operations Department to meet the needs of our clients and of the organization.
  • Schedules space use, updates and manages site calendar.
  • Coordinates A/V support requirements with the IT & Systems Technician.
  • Develops and implements an outreach program to reach new clients and encourage repeat business from established clients.
  • Completes work in a timely and professional manner.
  • Maintain positive and helpful interactions with guests to answer questions about the museum and provide assistance as needed, ensuring a welcoming atmosphere at all times.
  • Responsible for entering all contracts in Outbound and entering payments
  • Monitors “review” websites (the Knot, Wedding Wire) and uses information to make suggestions for improvements as well as shares positive feedback
  • Complies reports including number of attendees at event
  • Maintains inventory of Frick rental event equipment and supplies
  • Attendance and execution of all events

Internal Event Support Responsibilities: 20%

  • Assists in the coordination of all internal Frick events including: member events, media events, award ceremonies, Board of Trustee events and internal meetings.
  • Coordinates the logistics of the events including caterers, beverages, tent rentals, sound and site set up.
  • Generates event sheets to facilitate in the communication with other departments involved.
  • Attendance and execution of all events

Administrative Responsibilities: 10%

  • Supervises event support staff during events.
  • In collaboration with the Frick security supervisor, plans and schedules sufficient staffing for all events ensuring successful rental events and securing the safety of the collection and museum guests.
  • Collaborates with local and regional organizations developing opportunities to expand the Frick customer base and increase revenues.
  • Develops strategies and implements short- and long-range plans to strategically advance the financial plans of the Frick with respect to creating a consistent income stream that supports the Frick Museum.

Visitor Services Support Responsibilities: 15%

  • Supports the museum by assisting with institution-wide evaluation programs, including visitor experience.
  • Supports the museum by assisting with research services.
  • Support the Museum Experience Associate staff by working as an MEA during slower rental months. Responsibilities will include answering main line phones, and working as an MEA at the admissions desk. 
  • Attends training sessions to increase knowledge and skills, with special emphasis on business plans, marketing strategies and museum best practices.

 

Qualifications:

  • Committed to fostering a workplace culture of accessibility, inclusion, diversity, and racial equity.
  • Availability to work evening and weekend events is essential.
  • High School diploma required; Bachelor’s degree preferred.
  • The successful candidate will be an enthusiastic, energetic individual with professional manner who enjoys working with people.
  • Must have at least three years of hospitality experience.
  • Must have demonstrable experience in managing projects equally well independently, and as part of a team.
  • Able to multi-task, meet deadlines, and work well in a fast-paced work environment.
  • Be an innovative, problem solver, remain calm under pressure; and be capable of overcoming issues as they arise.
  • Must be capable of motivating and overseeing Event Support Coordinators assisting with events.  
  • Must possess strong oral and written communication skills.
  • The ability to communicate effectively with a wide variety of people is essential.
  • Must be proficient in all Microsoft Office applications including Outlook, Word, Power Point, and Excel.
  • Valid driver’s license
  • Clearance of a background check.

 

The Frick Pittsburgh is an Equal Opportunity Employer that is committed to fostering a workplace culture of accessibility, inclusion diversity and racial equality and urges qualified diverse applicants to apply.

COVID-19 considerations:
The Frick Pittsburgh is observing ALL Government, State, and Local guidelines and protocols for COVID-19 safety including social distancing and mask wearing.

We also require applicants to show proof of COVID vaccination and booster.