What are the responsibilities and job description for the Facilities Event Coordinator position at The Charleston Gaillard Center?
Position: Facilities Event Coordinator
Reports to: Facilities Event Manager
Location: Downtown Charleston, SC
Hours: Full-Time, Hourly, Non-Exempt (Evenings and weekend hours required, especially during the busy season)
Organization Background
A leader in the performing arts in the Southeast, the Charleston Gaillard Center commissions, supports, and presents ambitious, multidisciplinary cultural programming and provides access to the best local, national, and global artists and companies on its stage. Through programming on its public campus and extensive arts education initiatives, the Gaillard Center serves as a platform to participate in community building and essential dialogue.
The Gaillard Center was established as a non-profit in 2015. Its campus includes the world-class 1,818-seat Martha and John M. Rivers Performance Hall, a 26,000 square-foot Exhibition Hall that includes the Grand Ballroom and Salons, and a Terrace Lawn.
For more information about the Charleston Gaillard Center, please visit https://www.gaillardcenter.org.
Reports to: Facilities Event Manager
Location: Downtown Charleston, SC
Hours: Full-Time, Hourly, Non-Exempt (Evenings and weekend hours required, especially during the busy season)
Organization Background
A leader in the performing arts in the Southeast, the Charleston Gaillard Center commissions, supports, and presents ambitious, multidisciplinary cultural programming and provides access to the best local, national, and global artists and companies on its stage. Through programming on its public campus and extensive arts education initiatives, the Gaillard Center serves as a platform to participate in community building and essential dialogue.
The Gaillard Center was established as a non-profit in 2015. Its campus includes the world-class 1,818-seat Martha and John M. Rivers Performance Hall, a 26,000 square-foot Exhibition Hall that includes the Grand Ballroom and Salons, and a Terrace Lawn.
For more information about the Charleston Gaillard Center, please visit https://www.gaillardcenter.org.
Position Summary
The Facilities Event Coordinator supports the Facilities Event Manager and Director of Facilities by assisting with event coordination and performing maintenance tasks to ensure the Gaillard Center is fully prepared for performances, rehearsals, community gatherings, and private functions. This role combines hands-on maintenance expertise with event support, focusing on maintaining facility systems and equipment to meet event demands. The Facilities Event Coordinator is a key operational team member, working evenings and weekends, especially during the busy season, to ensure seamless event execution and facility functionality.
Responsibilities
Event Coordination & Support:
- Assist the Facilities Event Manager in preparing the Gaillard Center for events by setting up equipment, arranging seating, and ensuring facility readiness as directed.
- Support event operations by monitoring and adjusting facility conditions (e.g., lighting, HVAC) during performances and gatherings, troubleshooting minor issues on-site.
- Help with event setup and breakdown, coordinating with janitorial and maintenance staff to maintain a clean and functional venue before, during, and after events.
- Act as a secondary on-site facilities contact during events, addressing basic operational needs and reporting issues to the Facilities Event Manager.
Facility Maintenance:
- Perform routine maintenance tasks on building systems (e.g., HVAC, plumbing, electrical, lighting) to ensure equipment is operational for events, under the guidance of the Facilities Event Manager.
- Conduct preventative maintenance checks on event-related equipment (e.g., seating systems) and report repair needs to the Facilities Event Manager or Director of Facilities.
- Assist in maintaining the cleanliness and safety of event spaces (e.g., performance hall, ballroom), including minor repairs and custodial support as needed.
- Coordinate with the City of Charleston for maintenance of their equipment per agreements, ensuring event-readiness.
Safety & Compliance:
- Support event-specific safety protocols, including checking emergency equipment (e.g., fire alarms, exits) and ensuring ADA accessibility during setups.
- Identify and report facility hazards or maintenance issues that could impact events, ensuring timely resolution by escalating to the Facilities Event Manager.
- Carry out specific duties in the event of an emergency evacuation.
Administrative Duties:
- Maintain basic records of maintenance activities and event setups, providing updates to the Facilities Event Manager for reporting purposes.
- Assist with inventory tracking of maintenance supplies and event-related equipment.
- Perform other related duties as assigned by the Facilities Event Manager or Director of Facilities.
- Maintain a flexible schedule, with availability for evenings and weekends, especially during the busy season (e.g., peak performance schedules).
Required Qualifications:
- High school diploma or equivalent, with 2 years of experience in facility maintenance or a related field.
- Demonstrated hands-on experience with building systems (e.g., HVAC, plumbing, electrical, or lighting) and basic repair skills.
- Ability to quickly learn and maintain Gaillard Center equipment and systems.
- Basic understanding of event logistics and willingness to support event operations.
- Ability to follow written and verbal instructions, including maintenance manuals and manufacturer guidelines.
- Proficient with basic tools and Microsoft Office Suite for record-keeping.
Preferred Qualifications:
- Associate’s degree or technical certification in maintenance, facilities management, or a related field.
- 3 years of experience in facility maintenance, ideally in a performance venue or event-driven environment.
- Previous experience supporting events, including setup and breakdown tasks.
- Familiarity with safety regulations and preventative maintenance practices
Pre-Employment requirements
- Must submit to a criminal background check.
- Applicant must be eligible to work in the U.S.
Physical Requirements
- Activities require sustained periods of movement, traversing, and positioning to meet facility and event demands.
- Must be able to lift up to 50 pounds, climb ladders, and navigate tight spaces for maintenance tasks.
- Must be able to access and navigate all areas of the facilities, including prolonged periods of standing or walking during events.
- Comfortable working with tools and equipment in a dynamic, event-driven environment.
Pay and Benefits
Pay is commensurate with experience. Please state your wage requirements in your cover letter.
The Charleston Gaillard Center provides a competitive benefit package that includes:
- Fully paid medical, vision, and dental at the employee level
- Optional life and disability insurance
- 4 weeks of paid time off
- 403(b) with a company match
- Free and/or discounted tickets to performances
- Employer paid parking
The Gaillard is an equal opportunity employer. Advancing diversity, equity, and inclusion within the Gaillard is critical to our mission. To be a leading performing arts center in the Southeast, we need to have a highly diverse staff, a workplace where individuals are encouraged to retain their uniqueness and can feel a sense of belonging. For us, equity means that our staff members, our patrons, and our clients can experience the transformative power of the arts, no matter their starting place.
