Event Coordinator

Peninsula Temple Beth El
Peninsula Temple Beth El
Job Functions:
Administration, Customer Service, Operations
Employment Types:
Part-time
Locations:
San Mateo, CA, USA
Compensation:
25 – 30 USD per hour
Posted on:
05/11/2022

Thriving Reform synagogue in San Mateo seeks a well-organized, customer service oriented, motivated individual for a part-time role (approximately 25 hrs/wk, onsite only) to coordinate events of a busy 760-family congregation in a friendly and professional manner. This position is accountable for managing lifecycle and special events from conception to implementation. We are proud of our unique workplace with a small, dedicated team. This position reports to the Director of Operations & Facilities.

Key Duties and Responsibilities include (but are not limited to):

Being the face of the temple working directly with families planning BE-Mitzvahs, weddings, baby namings, etc. This includes managing rental space requests, coordinating logistics with renter and facilities staff, managing billing of renters and vendors (caterers, florists, photographers) with finance team, and maintaining vendor records for compliance with standards.

Ongoing tasks include:

o Work with member families, lay-leaders, and outside groups to prepare for and coordinate their events (i.e., BE-Mitzvahs, weddings, baby namings, concerts, speakers, services, holidays)

o Responsible for ordering food for weekly onegs following services

o Design, plan, coordinate, and implement meals, set-ups, and staffing of events

o Coordinate all event dates with Director of Operations & Facilities to ensure events are calendared and facility use is planned

o Liaison with outside vendors to manage lists and ensure all insurance certificates are current

o Coordinate billing for members and vendors and maintain accurate records

Collaborate on logistics for all special events including High Holy Days

o Manage orders and set up of all meals/snacks for staff and attendees

o Be on hand to staff events, as needed, on holidays/weekends

o Coordinate flowers for HHD services

o Staff events where needed

o Plan staff holiday luncheon and manage execution of birthday celebrations

Create room set ups and communicate weekly to facilities staff for ongoing programs

o Coordinate weekly set ups with K-12 Education Program including any special food requests

o Follow up with lay-led groups to create set ups for meetings/events

General office duties, including:

o answering the phones

o greeting guests and visitors

Create and maintain budget for Temple events and onegs

Coordinate with team in developing and updating BE-Mitzvah handbook annually

Job Requirements, Skills and Qualifications:

Candidate will have

· Strong organizational & interpersonal skills, with a welcoming and positive attitude and a professional presentation. Customer service focus is critical.

· Excellent verbal and written communication skills

· General computer proficiency: comfort level with being trained to use synagogue database software

· Proficiency or mastery in Microsoft Office Suite (Word, Excel {basic formulas; exporting}, Outlook)

· Strong time management skills to enable working on multiple deadlines; ability to initiate and complete projects in a timely manner

· Previous event planning experience desirable

· Strong attention to detail

· Ability to function effectively in a fluid environment and be a team player

· Flexibility and a healthy sense of humor

· B.A./B.S. degree and/or 3 years’ experience in an office setting

· NOTE: Working on the Jewish High Holy Days is a requirement.

· Familiarity with Jewish customs and practice a plus

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