Event & Facility Rental Coordinator

Position Title:
Event and Facility Rental Coordinator

Reports To:
Director of Finance and Administration

Classification:
Part-Time

Salary:
$25.00 per hour, flexible schedule up to 20 hours per week

Location:
Hilton Head Island, SC

Start Date:
January 2025

About the Coastal Discovery Museum
Established in 1985, the Coastal Discovery Museum inspires care for the Lowcountry through environmental stewardship, preservation of historical resources, and support for the arts. Located on 70 acres of protected land at Honey Horn, the museum features historic buildings, nature trails, marsh-front docks, gardens, and more. These elements, combined with exhibitions, educational programs, and events, serve over 1.52 million visitors since its relocation in 2007.
Currently, the museum is expanding collections and exhibition spaces to meet modern museum standards and pursue American Alliance of Museums (AAM) accreditation.

Position Overview
The Coastal Discovery Museum seeks a detail-oriented and enthusiastic Event and Facility Rental Coordinator to manage property rentals for weddings, corporate events, and community gatherings. This part-time role involves client communication, contract management, billing oversight, and maintaining the museum’s rental calendar. The coordinator ensures accurate recordkeeping and compliance with required documentation, including insurance, permits, and licenses.

Key Responsibilities
•Client Communication: Serve as the primary contact for rental inquiries, providing prompt and professional assistance.
•Event Coordination: Manage the rental calendar, coordinate with museum staff, and ensure smooth event execution.
•Vendor Relations: Maintain and provide a curated list of reliable vendors to assist clients in event planning.
•Property Oversight: Open and close the property for events, ensuring compliance with museum rules and standards.
•Record Management: Maintain organized records, including contracts, insurance, permits, and licenses, ensuring all documentation is accurate and up to date.
•Museum Events: Assist in the planning and operation of our signature events, Cocktails and Camellias and The Art Market at Historic Honey Horn.

Work Schedule
This role requires flexibility, with most hours during weekday and weekend evenings based on event schedules. During non-event periods, flexible hours are available. Additional duties may be assigned as part of a collaborative team.

Physical Requirements:
The position requires walking uneven terrain the property, lifting and carrying up to 50 pounds and operating a golf cart.

Qualifications
•Education: Bachelor’s degree or equivalent experience preferred.
•Experience: 3-5 years of event coordination or customer service experience.
References required.

•Skills:
oExcellent written and verbal communication, especially under time constraints.
oStrong organizational and project management skills.
oAbility to engage professionally with diverse clients and stakeholders.
oProficiency in scheduling, data entry, and general office administration.
oAttention to detail and adaptability in a dynamic environment.

Application Process
Submit your cover letter and resume to [email protected] with "Facility Rental Coordinator" as the subject line. Join us in sharing the rich stories and beauty of the Lowcountry while helping create memorable events at the Coastal Discovery Museum.

The Coastal Discovery Museum is an equal-opportunity employer and values diversity in our workplace. We encourage applicants from all backgrounds to apply.