Rental Sales & Special Event Coordinator

Job Description

Position Title: Rental Sales & Special Event Coordinator
Position Reports to: Rental Sales & Special Event Manager
Department: Rental Sales & Special Events
Employment Status: Non-Exempt, FLEXIBLE 0.50 FT
Compensation: $21/hour, 20 hours per week
Benefits:
Generous paid time off including 12 paid holidays, accrued vacation, personal time, and sick time.
Health care stipend.
3% retirement contribution (after 12 months of employment).
Reciprocal Employee Attraction Pass.

The Sales & Special Event Coordinator plays a key role in supporting Leach Garden Friends private rentals, special events, and visitor services with an emphasis on meeting the mission and values of Leach Garden Friends and creating a welcoming experience to all visitors. The Sales & Special Event Coordinator will be assigned lead venue representative for weddings and events, experience is required. This position will work closely with rental clients, coordinators, and vendors at all stages of planning, onsite logistics, and execution of events.

This position requires evening and weekend availability. Shifts may be Monday – Sunday 9:00am to 5:00pm; 3:00pm to 11:00pm for rental events, working some hours remotely. November through February the position is flexible and vacation time is encouraged.

About Us

Located on a secluded, lush 17-acre property in SE Portland’s underserved Lents community, Leach Botanical Garden is a unique urban oasis. The Garden’s mission is to maintain and enhance living collections of plants for the purposes of education, research, and conservation and to preserve the legacy of the Garden’s founders John and Lilla Leach. In addition to providing general garden access, Leach Botanical Garden produces a broad array of educational and cultural events and programs aimed at serving families and people of all ages. The Garden is an environmental oasis for humans, animals, plants, and the entire ecosystem, providing critical tree canopy and access to nature for the mental and physical health of our neighbors and community. Our ‘Back 5’ project is a collaborative partnership in habitat restoration and native planting with a focus on underserved youth and BIPOC communities.

Leach Botanical Garden is operated by the non-profit Leach Garden Friends in partnership with Portland Parks & Recreation.

Duties & Responsibilities

Responsibilities:
– Lead tours for sale inquiries.
– Checking and responding to event emails via a shared gmail account.
– Follow workflow and perform lead duties for private and public events from pre- coordination to onsite logistics and post event follow up. Working closely with clients and vendors to promote smooth and successful events from start to finish.
– Set up and tear down of event furniture, often moving and lifting up to 40 pounds.
– Communication and outreach via social media and in person.
– Assisting other departments as needed.

Education and Experience

Skills Knowledge & Abilities:
– Organization
– Strong Written and verbal communication
– Excellent Customer Service and problem solving skills

Qualifications Required:
– Experience with event-related or customer service roles in lead position
– Flexible scheduling
– Experience with accounting and POS software, Preferably Versai and Square
– Familiarity with social media platforms including Instagram

Successful candidates will possess:
– Commitment to the Mission and Values of Leach Garden Friends
– Flexibility to adapt to a variety of environments and projects
– Enthusiasm for providing excellent service to guests, clients, vendors, and volunteers
– Self-direction, creativity and a positive attitude
– The ability to work in a fast paced changing environment
– The ability to work outdoors for long periods
– Ability to work closely with a small team

Additional Information

Work Environment
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the clerical duties of this job, the employee regularly spends long hours sitting and using office equipment and computers. The employee frequently is required to walk; climb or balance; stoop, kneel, or crouch; and talk and hear. During events the employee may be required to spend hours on their feet. The ability to use the fingers of one or both hands to grasp, manipulate, control or feel objects. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 50 pounds, anything greater must be done with assistance. While performing the duties of this job, the employees’ work might require them to be outdoors in both hot and cold weather. The noise level in the work environment is usually moderate.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Application Instructions

To Apply, Please send a resume and cover letter with a brief description of your idea of a successful event to kcummins@leachgarden.org. Starting date: April 2025