Rentals and Event Planning Coordinator - Prospect Park Alliance
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Rentals and Event Planning Coordinator

Founded in 1987, Prospect Park Alliance is the non-profit organization that sustains, restores and advances Prospect Park, "Brooklyn's Backyard," in partnership with the City. The Alliance provides critical staff and resources that keep the Park green and vibrant for the diverse communities that call Brooklyn home.

Be part of the driving force that sustains Prospect Park, Brooklyn's flagship park. The Prospect Park Alliance seeks a part-time Rentals & Event Planning Coordinator to coordinate all aspects of the Picnic House rental process. This position works 25-30 hours per week and is benefitted. Reporting to the Director of Rentals & Event Planning, the Coordinator works directly with clients and potential clients to show and sell the venue, to answer inquiries and guide clients through the contracting process, and to provide excellent customer service. This position also assists with administrative work including but not limited to financial and event reporting and maintaining databases and the venue calendar.

Originally built in 1927, the Picnic House is a 4,000 square-foot venue located inside Prospect Park. It is situated on a knoll that overlooks the picturesque 90-acre Long Meadow, and the space can accommodate up to 175 guests for dinner and 240 for cocktail parties. The Picnic House is a popular venue for weddings, galas, other social events, and meetings.

Major Responsibilities:

  • In a timely manner, answer inquiries and provide clear and complete information to prospective clients about the availability of the Picnic House as well as the venue’s features and restrictions. Follow up with potential clients to provide additional information and close the rental deal.
  • Provide clients and potential clients with a clear explanation of the terms of rental contracts.
  • Apply for and manage Special Event Permits from the New York City Department of Parks & Recreation for each rental event.
  • Show Picnic House to prospective clients. Be an accessible and relatable sales person for the venue and assist renters with planning. Attend site visits with clients and caterers as needed.
  • Assist with planning and production of Picnic House Open Houses, and work each event (3 annually). Attend additional wedding fairs as needed.
  • Assist in scheduling staff for Picnic House for events.
  • Invoice clients according to contract terms and monitor accounts receivable. 
  • Report income to PPA Finance office.
  • Maintain an accurate event calendar for the Picnic House and ensure there are no scheduling conflicts.
  • Collect and maintain appropriate insurance documents from approved caterers. 
  • Issue vehicle permits to the contract holder.
  • Continuously review and recommend changes to the Picnic House Rentals web pages.
  • Maintain the rentals database.
  • Dispatch lists of renters to the Marketing and Development Departments monthly.
  • Communicate in a professional manner with clients, vendors, co-workers, and supervisors.

Desired Qualifications:

  • B.A. /B.S. or comparable degree and/or three (3) years business, non-profit, administrative and/or office environment experience required.
  • Interest and experience in event planning with some basic knowledge of the wedding industry
  • Ability to manage multiple tasks with strong attention to detail.
  • Ability to communicate well with the public and provide excellent customer service.
  • Ability to problem solve in a fast-paced environment.
  • Knowledge of Microsoft Office, Excel, and Outlook required.
  • Driver’s license valid in the State of New York required along with the ability and willingness to drive vehicles.

The Rentals and Event planning Coordinator is a part-time position with a salary that is commensurate with qualifications and experience. This position is eligible for benefits including a tax-deferred 403(b) plan and requires a flexible schedule that includes working occasional evenings and weekends.

Application Instructions
Please submit a resume and a cover letter along with your salary expectation to job334@prospectpark.org.
No phone calls, please. Although we appreciate your interest, we will only contact applicants we are considering for interview. Prospect Park Alliance is an equal opportunity employer.

Application Instructions

Please submit a resume and a cover letter along with your salary expectation to job334@prospectpark.org.