Facility Rental Coordinator
The Facility Rental Coordinator manages the Museum’s facility rental program and assists the Events & Engagement Manager in executing museum-hosted events. This position serves as the primary logistics lead for on-site rentals, ensuring exceptional customer experience and seamless event execution.
This role combines client cultivation, event operations, vendor coordination, and on-site supervision to drive earned revenue, increase community engagement, and support the Museum’s mission and visibility.
The position also supports development initiatives by assisting with major fundraising events, including the Einstein Gala Silent Auction.
Evening and weekend work is required based on event schedules.
Essential Job Functions
Facility Rentals
- Manage and grow the Museum’s facility rental program from initial inquiry through event completion
- Work all assigned facility rental events, including evenings, weekends, and other hours outside the Museum’s regular business schedule, to ensure successful event execution and exceptional client service
- Recruit new rental clients through research, networking, outreach, and community engagement
- Prepare rental quotes, contracts, and schedules; maintain an organized rental database
- Serve as the primary point of contact for rental clients and vendors, including caterers, liquor providers, security, entertainment, and AV teams
- Develop event floor plans and oversee rental setup, teardown, and on-site logistics
- Supervise volunteers and vendors during rental events to ensure smooth execution
- Update rental-related print and digital materials to reflect availability and offerings
Major Museum Events & Programs
- Assist the Museum’s Events & Engagement Manager for large-scale annual museum and fundraising events, including but not limited to:
- Einstein Gala, including Silent and Live Auction
- Assist in the coordination of auction setup, layout, signage, and breakdown
- Assist in the management of transportation, storage, and on-site handling of auction items
- Collaborate with Special Events & Engagement Manager for procurement, donor recognition, and data entry
- Movie Under the Wings
- Discovery After Dark
- Asian American & Pacific Islander Heritage Day
- Support additional museum events such as:
- Exhibit openings and dedication ceremonies
- Lectures, book signings, filming, and media events
- Staff, board, and donor-related on-site events
- Einstein’s Night Out and similar programs
- Coordinate vendors, schedules, equipment, staffing, and timelines – as assigned
General Responsibilities
- Provide excellent internal and external customer service at all times
- Demonstrate strong problem-solving skills and provide quick, effective solutions during events
- Maintain clear communication with internal teams and external partners
- Maintain clear and concise details for all facility rentals
- Attend required staff meetings and collaborate across departments
- Assist with other event-related duties as assigned
- Full-time, 40 hours per week; schedule includes evenings, weekends, and non-standard hours based on events
- Ability to lift and move up to 25 pounds
- Ability to assist with physical setup and teardown of event spaces, including tables and chairs
Required Qualifications
The Facility Rental Coordinator must have experience coordinating vendors and event logistics. This person must consistently provide excellent internal and external customer service. They will demonstrate strong problem-solving skills and provide quick, effective solutions during events, and maintain clear communication with internal teams and external partners. The Facility Rental Coordinator must collaborate across departments and assist with other event-related duties as assigned. This position’s schedule will include evenings, weekends, and non-standard hours based on events. This person much have the ability to lift and move up to 25 lbs., and they will assist with physical setup and teardown of event spaces, including tables and chairs.
The Facility Rental Coordinator strong organizational skills with the ability to manage multiple rentals and events simultaneously. They will have excellent written and verbal communication skills along with proven customer service and client relationship management experience. They need strong problem-solving abilities and must be comfortable using technology, including audio-visual systems and virtual/hybrid event platforms. This person must have a bachelor’s degree from an accredited university.
Desired Attributes
Background in event management, hospitality, venue rentals, or operations. Experience working in a results-oriented environment with measurable goals. Sales, marketing, or business development experience. Proficiency with databases and scheduling or CRM systems.
Salary and Benefits: This full-time, hourly, non-exempt position is supported by major medical, dental, vision, and a 401 (k) retirement savings program. Salary commensurate with experience.
Application: Interested persons should send a cover letter, current resume of experience, plus three references to Events & Engagement Manager
The National Museum of Nuclear Science & History is an equal opportunity employer.