You are here

Lewis Ginter Botanical Garden-FACILITY EVENTS COORDINATOR-Fri, 09/16/2022 - 11:55am

FACILITY EVENTS COORDINATOR

Company

Lewis Ginter Botanical Garden
1800 Lakeside Avenue Lewis Ginter Botanical Garden
Richmond , VA 23228
United States
,
Virginia US

Employment Type

Job Categories

Job Details

Job Description 

Garden Overview

Mission
Lewis Ginter Botanical Garden’s mission is connecting people through plants to improve communities.

Vision
Lewis Ginter Botanical Garden, including the Lewis Ginter Nature Reserve, reveals the unity and integration of human and plant life, celebrates the fundamental significance of the natural world, and enriches communities through horticultural and educational excellence and innovative outreach activities.

Values
Responsibility, Innovation, Integrity, Hospitality, and Inspiration

Founded in 1984, Lewis Ginter Botanical Garden is a non-profit garden located in Richmond, Virginia’s Lakeside neighborhood. The Garden encompasses 82 acres, four lakes, 5,500 unique taxa of plants within 15 distinct outdoor gardens, 11 major buildings including a conservatory and greenhouse, plus an 80-acre branch site, the Lewis Ginter Nature Reserve. Annually, Lewis Ginter engages over 17,000 students in innovative and exciting educational programs. This cadre of identified learners is just a fraction of the more than 400,000 annual visitors to the Garden. In recent years, the Garden has been honored with inclusion in several top ten lists for botanical gardens in North America.

Lewis Ginter Botanical Garden is an Equal Opportunity Employer. We do not discriminate on the ground of race, color, religion, sex, age, disability, or national origin in the hiring, retention, or promotion of employees. We support the diversity and inclusion policy adopted by The American Public Gardens Association: to create an equitable, diverse and inclusive culture where the contributions of all community members are valued, respected, and appreciated.

The Facility Events office coordinates over 300 events a year at the Garden in 12 different venues and gardens, which include corporate, nonprofit, wedding, and private events. Proceeds from facility rentals directly support the Garden’s mission as being a primary resource for learning about the botanical world. This position demonstrates our core value of hospitality by ensuring that customer service is first and forem0st. We achieve this by providing a welcoming and helpful experience to all guests and demonstrating a positive and supportive environment for staff, guests, and volunteers.

Salary Range: $17 - $18
Position Type: Year Round - Part Time – 25 hours per week

Skills and Abilities
• Is a highly organized, proactive, goal-oriented, intuitive, and empathetic individual who
enjoys working with people, and is flexible and adaptable to ever-changing
requirements of our guests.
• Excellent written and verbal communication skills, attention to detail, self-motivated
and disciplined.
• An enthusiastic spirit who is energetic, quick-thinking, cheerful and courteous, who is
able to engage readily and promptly with guests, members, and staff.
• Has the ability to communicate clearly, effectively, and comfortably in written and
spoken word with guests, clients, volunteers, and vendors.
• Is a positive and motivating presence who embraces change and challenge.
• Has excellent customer service and communications skills.
• Knowledgeable about facility rental events, terms, and conditions, especially key terms
that may affect multiple events.
• Make recommendations for facility rental event logistics, and improvements as needed.

Physical Demands / Working Conditions
• Ability to lift 20-30 pounds intermittently.
• Ability to work outdoors in all seasonal extremes.
• Ability to navigate the Gardens campus in most weather conditions.
• The position requires familiarity with all public areas of the 82-acre property.
Note: Duties described above, other duties and physical demands have been identified as essential functions as required by the Americans with Disabilities Act.

Duties & Responsibilities 

Sales & Client Engagement:
• Collaborates with supervisor in marketing efforts to target repeat, new and unrealized
rental clients and ensures rental program materials are stocked in designated key areas
(RVC/KEC) to maximize rental opportunities.
• Thoroughly understands and can clearly communicate rental programs, fee structures,
and terms and conditions, to potential clients.
• Supports the coordination of all details of the corporate, non-profit, wedding, and
private rental events from inquiry to execution.
• Keeps calendar database updated of all Garden activity and rental events and ensures
departments have details needed to effectively manage schedules and execute setups,
including, accurate headcounts, event timelines, vendor details, etc.
• Provides facility tours for scheduled appointments and drop-ins, and AV checks for
booked events as needed.
• Addresses and resolves rental guest needs and concerns in a cheerful and professional
manner, keeping the supervisor informed of any concerns that may negatively affect the
goals of the department or Garden.

Finance and Accounting:
• Prepares rental contracts, and collects deposits and fees in accordance with required
timelines.
• Processes payments for all security deposits and rental, equipment, and service fees
and refunds as appropriate, including being able to fairly assess fees for damages when
needed.
• Assists in departmental growth strategies that encourage increased rental revenue
while simultaneously ensuring facilities remain a resource for all departments.

Event Management:
• Works collaboratively with other departments and our exclusive caterer for all event
needs and is able to resolve issues in a professional and cooperative manner.
• Provides on-site coordination of rental events, including creating and posting temporary
signage, coordination of guest arrivals, and routing AV assistance, and serves as POC
during an event or through Facility Event Staff Assistant resources.
• Ensures expeditious response to phone and email inquiries before, during, and after
events.
• Ensures rental spaces are functional and in readied condition using set up diagrams,
and using the Gardens maintenance/operations ticketing system.

General Responsibilities
• Able to work a flexible schedule to include early morning and evening hours, including
covering evening/weekend shifts during GardenFest, as needed.
• Serves as an advocate for all guests, with direct responsibility for rental event clients
and guests.
• Responds to guest feedback, keeping supervisors informed of desired results, and
working towards established goals within budgetary and mission-driven constraints.
• Willingly and cheerfully integrates the efforts of all departments and is able to nurture
positive relationships that exemplify the Gardens core values of hospitality and
integrity.
• Perform duties with an eye to the horticultural and educational mission of the Garden,
and to preserve the beauty of the displays.
• Perform other duties as assigned.

Education and Experience 

• Associates or Bachelor’s Degree in business, hospitality, or related field.
• A minimum of one-year of supervisory experience of events/hospitality staff desired.
• Demonstrated ability with Microsoft Office Suite and experience with AllSeated,
Activenet or other comparable databases.
• Other combinations of education/experience appropriate to the job will be considered.

Application Instructions 

To apply, please send cover letter and resume to HR@lewisginter.org

Full Name 
LaToria Barham