JOB SUMMARY

We are seeking a highly organized and detail-oriented Event & Facilities Coordinator. The ideal candidate will be responsible for managing facility rentals, coordinating events, booking tours for community groups and private tours. This role ensures a welcoming, organized, and professional experience for all guests while maintaining the integrity of the garden and its operations. Social media experience would be an asset.

QUALIFICATIONS

• Experience in venue coordination, hospitality, or event sales, ideally in a nonprofit or public setting.
• Strong organizational skills with attention to detail and ability to manage multiple tasks.
• Excellent interpersonal and communication skills; confident working with the public.
• Proficiency in Microsoft Office and G-suite, and adaptable to software systems.
• Ability to work Wednesday to Sunday including evenings as required by the event calendar.
• Passion for gardens, nature, education, and community engagement.
• First Aid/CPR and Serving It Right certifications are considered assets.

• Coordinate facility rentals for meetings, workshops, weddings, and other special events.
• Manage the booking process from inquiry to post-event follow-up, including contracts, payments, and logistics.
• Serve as the on-site contact during events, ensuring smooth setup, execution, and cleanup.
• Ensure rental spaces are clean, well-maintained, and appropriately set up for each booking.
• Track leads, maintain CRM/booking systems and report on sales performance
• Work closely with internal teams, vendors, and volunteers to support event needs while protecting garden spaces.
• Manage the scheduling and coordination of guided tours for community groups, and private parties.
• Liaise with volunteer tour guides and education staff to match tours with visitor needs and seasonal programming.
• Provide clear communication to visitors about tour options, pricing, accessibility, and expectations.
• Track tour attendance, gather feedback, and assist with program improvement.
• Maintain up-to-date rental and tour calendars, coordinate scheduling with garden programs and staff availability.
• Monitor spaces before and after use to ensure readiness and identify maintenance or safety issues.
• Support the enforcement of garden policies related to facility use, sustainability, and visitor conduct.
• Assist in developing and refining rental policies, procedures, and promotional materials.
• Respond promptly to inquiries and provide professional, friendly service to prospective and returning clients.
• Maintain accurate records of bookings, payments, permits, and contracts.
• Support marketing efforts for rentals and tours through social media, email, and outreach materials.
• Collaborate with the broader team to support special events, fundraising activities, and seasonal programming.