Rentals and Events Coordinator

Rentals and Events Coordinator

The African American Art and Culture Complex

Salary Range: $30-34.00/hr. with a comprehensive benefits package.
Location: This is a full-time, onsite position located in San Francisco, CA.
Reports to: Facilities and Operations Manager
Closing Date: May 15, 2024. Applications will be reviewed on a rolling basis, and priority consideration may be given to earlier applicants.

Attention Applicants

Please take a moment to carefully review and follow the application instructions provided below. Your attention to detail in this process is important and greatly appreciated.

About AAACC

Located in San Francisco’s historic Fillmore/Western Addition neighborhood, the African American Art & Culture Complex (AAACC) presents, offers, and celebrates Black art, artists, and culture through educational, innovative, enriching, and empowering programs and services that inspire and uplift the community. Within its 34,000-square-foot facility, the center provides a wide variety of art and cultural programming for youth, adults, and families, including visual, digital, and performance. The center features two indoor galleries, an outdoor gallery showcasing murals, and a 206-seat theater for live shows, film screenings, and seminars. Recognized as one of the premier Black arts and cultural institutions in the San Francisco Bay Area, AAACC houses some of the most celebrated African American arts and culture organizations in the region.

Job Summary

The Rentals and Events Coordinator will play a pivotal role in embodying and communicating AAACC’s mission and vision through exceptional event experiences. This role will be at the forefront of planning, coordinating, and executing a diverse range of events, managing space utilization, and facilitating facility rentals. 

Key responsibilities include event booking, overseeing rental contracts, managing internal space requests, and coordinating with vendors to ensure seamless event execution. You’ll thrive in this role if you possess a deep commitment to AAACC’s mission, coupled with sharp attention to detail, innovative problem-solving skills, and a knack for building authentic relationships with guests and vendors alike. 

AAACC is seeking a candidate with a proven track record in event planning, strategic thinking, and project management. The ideal candidate will be a continuous learner, highly collaborative, an effective communicator with a meticulous and organized approach to their work, and able to easily manage multiple priorities in a fast-paced environment.

Key Responsibilities

Event Coordination

• Organize and execute all AAACC rental events and bookings by confirming walk-throughs of setup/needs and event dates, ensuring appropriate departments/staff are notified.
• Utilize AAACC’s rental management software, Proximity, to manage and coordinate the calendar of all events, space usage, and rental requests, both external and in-house, including resident artists in coordination with programmatic events. 
• Take the initiative on cross-departmental communications and responsibilities as necessary for participation, and request resources as needed (artists, curators, marketing, programming, etc.).
• Manage rental budgets, invoices, staffing, agendas, timelines, and checklists, and conduct debriefs to identify and share opportunities for improvement.
• Collaborate with the Facilities Manager to ensure rental events are adequately staffed.
• Schedule and provide venue tours to educate renters about building policies, permits, and other documents required prior to events.
• Communicate with artists, technical directors, or Co-Executive Directors to ensure the smooth running of performances, lectures, and other events.
• Provide onsite coordination support staff to ensure a great experience for AAACC visitors. 
• Collect and archive all production elements at the completion of each rental.
• Act as a liaison with both Facilities and Accounting to ensure timely notification of events, proper billing, and bi-weekly accounting check-ins for expense tracking. 
• Coordinate with Facilities & Operations Manager to ensure events follow and execute on building use guidelines and procedures. 
• Ensure the building has proper permits, reporting and documenting any accidents or incidents. 
• Obtain pertinent permits, such as alcohol, events, and entertainment, for each event beforehand. 
• Maintain relationships with vendors and membership holders, coordinating as needed and suggesting ways to grow AAACC’s vendor database and memberships. 
• Build relationships with auditors, permit staff with license permits, and other entertainment commission stakeholders. 
• Attend a variety of meetings as assigned. 
• Maintain confidentiality and exercise discretion when dealing with important information such as building codes, passwords, etc. 
• Operate a computer, copy machine, security console for opening and closing of the building, and other office equipment as assigned.
• Assist with set-up and clean-up as needed. 
• Assist and sit at the front desk as needed. 

Parking Lot Coordination

• Secure applicable permits (smoking, fire, entertainment, temporary event permits, etc.) and coordinate street closures with the city and partners. 
• Arrange and schedule parking attendants and security staff as needed for special events, including events hosted in the Open-Air Gallery (like Wakanda Winter Wonderland and Juneteenth)

Volunteer Management

• Manage the rental and event volunteer program, including recruitment, onboarding, training, scheduling, mentoring, accountability, and delegating to specific departments as needed.
• Develop and disseminate materials for volunteer engagement, onboarding, training, and mentorship.

Profile of Candidate

• A bachelor’s degree in a relevant field such as event management, hospitality, arts administration, or a related discipline is preferred. 
• Minimum of 2-3 years of experience in event coordination or management, with a proven track record of successfully executing a variety of events. 
• Demonstrated dedication to and alignment with the mission of the African American Art & Culture Complex (AAACC).
• Knowledge of event coordination and scheduling.
• Solid project management experience.
• Organizational Skills: Excellent organizational skills to manage event calendars, budgets, invoices, staffing, agendas, timelines, and checklists.
• Solid vendor management experience with the ability to build and maintain good relationships with outside vendors.
• Excellent written and oral communication skills.
• Optimizes work processes, implementing the most efficient processes to effectively accomplish tasks with a focus on continual improvement on delivery of services.
• Be self-motivated with the ability to work both independently and collaboratively.
• Proficient in word processing, databases, spreadsheets, e-mail and internet; proficient in Microsoft Office: Excel, Word and Google Suite.
• Self-driven with a strong work ethic and customer service skills.
• A quick learner, able to resolve problems in a timely manner. 
• Displays exemplary professionalism.
• Ability to handle multiple tasks under pressure with attention to detail. 
• Experience in establishing and maintaining positive working relationships with renters and other community members.

Physical Requirements/Work Environment

• Ability to work at a computer for extended periods.
• Keyboarding requires significant physical movements (motions) of the wrists, hands, and/or fingers.
• Good eye and hand coordination, and the ability to extend limb(s)  in any direction.
• Lift, move, and carry up to 50 pounds on occasion.
• Ability to stand and walk for extended periods of time, with occasional lifting, carrying, bending at the waist, kneeling, crouching and reaching. 
• Availability to work weekends and evenings as well as occasional holidays as needed to prepare for and attend various special events.

Start Time Frame: We aim to have someone in place by Spring 2024. If possible, AAACC would welcome the Programs Coordinator in May.

To Apply

All required submission documents should be directed to the Facilities and Operations Manager. Submissions will be reviewed on a rolling basis, and earlier applicants may receive priority consideration. To be considered, all interested candidates are encouraged to submit the following materials to jobs@aaacc.org:

• In the email subject line, include the name of the role, “Rentals and Events Coordinator,” and both your first and last name.
• Submit a cover letter and resume.
• In your cover letter explain your interest in both the role of the Programs Coordinator and AAACC.
• All requested documents must be submitted in PDF format.

If you require any accommodations or have any accessibility needs during the application process, please send a message to jobs@aaacc.org, with the subject line “Accommodations Request” and we will be happy to assist you. Please note that requests for accommodations will not impact the selection process.

The African American Art & Culture Complex (AAACC) is committed to building and maintaining diversity in all aspects of our operations.

To create the strongest team possible, we actively seek applicants with diverse life experiences, cultures, identities, and geographic and racial/ethnic backgrounds.

AAACC adheres to the San Francisco Fair Chance Ordinance and will consider qualified applicants with arrest and conviction records for employment.

Join AAACC and contribute to the organization’s mission of empowering the African American community through arts and culture. This is an exciting opportunity to make a meaningful impact and lead a talented team of individuals.