Venue Experiences Coordinator

Description

Position Summary
The Venue Experiences Coordinator plays a pivotal role in supporting inbound sales for custom events at MOPOP through the effective input and utilization of CRM data and database (Momentus). This position supports client services by maintaining and managing client profiles, tracking communications, and ensuring event details are accurately recorded. Combining event administration expertise, client relationship management, and a meticulous attention to detail, the ideal candidate thrives in a dynamic environment, excels at client communication, and is eager to contribute to the growth of Venue Experiences at MOPOP.

Essential Job Duties (other duties as assigned)

Booking CRM Management:

• Update and manage client profiles, track communication history, and maintain accurate event details.
• Maintain an accurate calendar of external events, field booking inquiries, and manage holds, challenges, and confirmations in CRM.
• Maintain accurate records of client interactions in CRM.
• Leverage CRM data to create personalized event proposals and packages.
• Provide reports from CRM on Visitor Experiences revenue, pipeline, and others as requested.
• Support Director, Corporate Engagement Venue Experiences with updating the internal booking system in CRM with actions and correspondence.

Client Relations Event Coordination:

• Create and process contracts, and ensure that all event files have a fully executed contract, monitor payment and proof of insurance, including updating the CRM, Contracted Business Report, and other resources.
• Collaborate with the Finance team to ensure accurate invoicing and timely payments.
• Serve as a point of contact for incoming inquiries interested in hosting experiences at MOPOP; respond promptly to inquiries, provide information, and guide clients through the booking and planning process.
• Regularly follow up with clients post-experiences to gather feedback and assess their experience.
• Understand client needs, preferences, and budget constraints.
• Conduct site visits as needed, highlighting the unique features of our event spaces, including the selling points of our non-profit venue.
• Cultivate strong relationships with existing clients, ensuring their satisfaction and repeat business.
• Collaborate with the marketing team to segment client lists for targeted outreach.
• Communicate effectively with the Catering partner and Finance team to ensure MOPOP & client’s requirements are met.
• Assist in Marketing collateral management – including photo management (identify what is needed, best for uses).
• Assist with, and lead where applicable, client follow-up communication post-event, including thank-you acknowledgments and event survey.
• Maintain clear communication with the Director on client special requests.

MOPOP Community:

• Support our internal culture, which inspires and empowers our staff to live our mission to its highest standards.
• Contribute to a consistent customer service standard across all departments.
• Work to ensure customer service is ingrained at the core of the team and is reflected outward to our guests and other staff.

Preferred/Desired Qualifications

• At least one (1) year experience in event planning, administration, sales, coordination and/or production, preferably in the arts, entertainment, or hospitality fields.
• Detail-oriented, with strong organizational skills to manage a continuous workflow in a high volume, multi-tasking environment.
• Proven ability to provide excellent customer service and hospitality for internal and external client groups.
• Willing and able to work a flexible schedule including evenings, weekends, and holidays as determined by business volume.
• Ability to work independently on projects and proactively seeks clarification when needed.
• Ability to manage and execute multiple projects with varying timelines.
• Excellent verbal and written communication skills required.
• Willing and able to transport themselves to client meetings and sales calls off-site as needed.
• Demonstrated ability to work effectively in a collaborative team environment with a dynamic range of people.
• Education or equivalent experience in Business Administration, Communication, Hospitality, or related field
• Proficient in Microsoft products (Word, Excel, PPT, Visio, etc.).
• Experience with Momentus or other CRM-style platforms as well as mapping systems (CAD, CAD Planners, etc) preferred.

Benefits

This regular full-time position includes Medical/Vision insurance, Dental insurance, Life/AD&D/LTD insurance, 3.08 hours of accrued Vacation per bi-weekly pay period, Seattle Sick/Safe, 7 Floating Holidays (prorated first year dependent on hire date), 8 Company Holidays paid throughout the year, EAP, 401k plan with vested match schedule once eligible, and subsidized transportation benefits for Orca Pass or parking.

Why MOPOP?

We’re really glad you’re thinking about joining the team at MOPOP! We believe pop culture is a universal language capable of building connections across a range of people, no matter our differences in race, religion, gender, age, sexual orientation, ability, education, socio-economic status, ethnicity, country of origin, or any other characteristic that makes us who we are. For more than twenty years, we have been showcasing how music, film, fashion, video games, sports, and more spark those connections and create a lasting cultural impact.

MOPOP provides both a physical space and an emotional and intellectual opportunity for people from any background to explore, find and build community, and recognize their own creative potential. This applies not only to our guests, but also to our staff — be it in designing an educational program to engage the next generation of creators, trying to reach a new audience with a marketing initiative, preserving an artifact in our collection, or providing excellent customer service to a visitor. If this sounds like something you’d be into, we’d love to hear from you!

MOPOP’s Mission and Commitment to Diversity, Equity, Inclusion, and Accessibility 

Our mission is to activate the world-shaping power of pop culture through participative experiences, discovery, and play. We believe pop culture connects us, and that it is powerful, complex, alive and who we are. MOPOP is actively committed to ongoing learning in the areas of diversity, equity, inclusion, and accessibility (DEIA). In partnership with our community, we hope to also develop safe spaces for their application. This includes taking steps to continue increasing our awareness of institutional “-isms,” as well as uncovering and undoing the ways they show up in museum culture. We recognize this is a process that requires intentionality, energy, and resources, and we are developing a DEIA framework that can cultivate a work environment and museum experience that is truly welcoming for all.

We are committed to creating an inclusive and equitable workplace, and we are proud to be an equal opportunity employer. We believe that having staff, interns, and volunteers with diverse backgrounds enables us to better meet our mission and encourage BIPOC, women, and LGBTQIA2S individuals to apply. We acknowledge that our work to build safe spaces and better systems for traditionally marginalized groups is ongoing and will require constant vigilance and expect all MOPOP employees to be part of our DEIA journey.

Please email jobs@mopop.org if you need reasonable accommodations during the application or hiring process.

Qualifications

Salary : $24 - $29