Venue & Events Coordinator
Part-Time
Pacifica: A Garden in the Siskiyous
Williams, Oregon
Starting at $20.00+ per hour (DOE)
Join Our Team
Join a passionate nonprofit team where you will help create unforgettable weddings, retreats, vacation rentals, and community events while supporting Pacifica's mission of connecting people with nature, education, and community.
Pacifica: A Garden in the Siskiyous is seeking an organized, energetic, and customer-focused Venue & Events Coordinator to oversee venue rentals, weddings, retreats, Airbnb rentals, and community events while delivering exceptional guest experiences.
Pacifica is a 420-acre nonprofit education center and event destination. We welcome thousands of visitors each year through educational programs, weddings, retreats, vacation rentals, and community events. This is an exciting opportunity for someone who thrives in a dynamic environment and takes pride in creating memorable experiences.
This position is ideal for someone who enjoys being part of a collaborative nonprofit team and is excited to contribute wherever needed to help Pacifica thrive.
This is a part-time hybrid position requiring regular office hours at Pacifica at least two days per week, with additional evenings and weekends as needed for events.
Position Overview
The Venue & Events Coordinator serves as the primary contact for weddings, venue rentals, Airbnb rentals, retreats, and special events from the initial inquiry through event completion. This position oversees bookings, client communication, event logistics, marketing, venue readiness, housekeeping coordination, day-of event support, and guest hospitality while ensuring Pacifica's facilities are event-ready.
Essential ResponsibilitiesClient Services & Event Coordination
- Manage client relationships from the initial inquiry through event completion while providing exceptional customer service for weddings, retreats, Airbnb rentals, classes, workshops, community events, and other Pacifica programs.
- Respond promptly to inquiries by phone, email, text, Google Voice, and booking platforms, maintaining a response time of less than 24 hours for Airbnb inquiries.
- Conduct venue tours, prepare contracts, and coordinate bookings, invoices, payments, and client communications through HoneyBook.
- Coordinate Pacifica-sponsored events (typically two or more annually) by developing event timelines, coordinating vendors, overseeing setup and teardown, and providing on-site event support.
- Be available by phone and on-site as needed during weddings and special events to respond to questions, resolve issues, and help ensure events run smoothly.
Venue Operations
- Ensure event venues and Airbnb rentals are clean, organized, well-maintained, and ready for guests.
- Continually enhance the appearance, comfort, and hospitality of Pacifica's event spaces and Airbnb rentals, creating welcoming environments that exceed guest expectations and encourage repeat visits and referrals.
- Coordinate with housekeeping, grounds staff, volunteers, and vendors to prepare facilities for each event.
- Monitor event equipment, furnishings, linens, cleaning supplies, and facility needs while identifying maintenance or safety concerns.
- Be an active, collaborative member of the Pacifica team by supporting office operations and daily operations. Maintain regular office hours to assist visitors and answer questions from the public. Assisit with organizational projects and events as needed.
Administration
- Manage HoneyBook, Airbnb, calendars, client files, contracts, invoices, and event documentation.
- Maintain Pacifica's master calendar, including bookings, tours, cleaning schedules, and organizational events.
- Coordinate with the bookkeeper regarding invoices, deposits, accounts receivable, and payment transfers between HoneyBook and QuickBooks.
- Provide regular updates to the Executive Director, Board, and staff regarding bookings, facility needs, maintenance concerns, and operational priorities.
- Identify opportunities to improve systems, customer experiences, and operational efficiency.
- Complete post-event evaluations and provide recommendations for improving future events.
- Support additional projects, programs, and organizational priorities as assigned by the Executive Director.
Marketing & Communications
- Manage Pacifica's website, social media, newsletters, Applegater articles, advertising, and promotional materials. not just for weddings and events but for all of Pacifica's program.
- Create engaging marketing content and seasonal promotions that increase awareness of Pacifica's venue rentals, educational programs, events, and mission.
Qualifications Required
- Friendly, professional, and passionate about providing outstanding customer service.
- Highly organized, with excellent attention to detail and the ability to manage multiple projects simultaneously.
- Strong written and verbal communication skills, including excellent proofreading abilities.
- Comfortable working independently, taking initiative, solving problems, and adapting to changing priorities.
- Able to work a flexible schedule, including evenings, weekends, and occasional holidays.
- Demonstrate sound judgment, accountability, and professionalism while representing Pacifica.
- Be dependable, punctual, and willing to assist wherever needed.
- Experience with social media marketing or willing to learn.
Qualifications Preferred
- Experience in event planning, hospitality, venue management, vacation rentals, customer service, or a related field.
- Proficiency with Google Workspace and Canva, with the ability to quickly learn new software platforms.
- Experience with HoneyBook, Airbnb, QuickBooks, or similar booking and administrative software.
- Experience with social media marketing, website updates, newsletters, promotional writing, or community outreach.
- An eye for design and aesthetics with a passion for creating welcoming, memorable guest experiences.
Benefits
- Flexible schedule
- Paid time off
- SIMPLE IRA retirement plan eligibility after one year of employment and meeting applicable plan requirements.
Why Work at Pacifica?
Pacifica is more than an event venue. We are a nonprofit organization dedicated to education and the celebration of the environment, plants, local arts, and community: past, present, and future.
As a member of a small nonprofit team, you'll have the opportunity to contribute to many aspects of Pacifica's operations. Every program, event, and guest experience is connected, and everyone pitches in to help make Pacifica successful.
This position offers the opportunity to combine hospitality, event coordination, marketing, creativity, and guest experience in one unique role. You'll have the freedom to manage your schedule, develop new ideas, enhance our guest experience, and help shape how visitors experience Pacifica. Every wedding, retreat, vacation rental, and community event helps support environmental education, outdoor learning, and meaningful community connections.
Enjoy the opportunity to work in one of Southern Oregon's most beautiful natural settings while making a meaningful impact in the community. If you're passionate about hospitality, collaboration, organization, and creating memorable experiences while supporting a mission-driven organization, we'd love to hear from you.
If this position sounds like a great fit, we'd love to hear from you. Even if you don't have experience in every area listed, don't let that stop you from applying. We're happy to train the right person, and that person could be you.
This position offers a unique blend of flexibility, creativity, and meaningful work. While wedding season is fast-paced, the pace naturally slows during the winter months, providing opportunities to focus on marketing, improving guest experiences, and preparing for the coming season. With advance planning, many tours, meetings, and bookings can be scheduled around your availability, allowing for a flexible work schedule while ensuring exceptional service for our guests.
To Apply
Please submit:
- Cover letter
- Resume
- Three references
Email application materials to [email protected].
Applications will be reviewed as they are received, and the position will remain open until filled.
Equal Opportunity Employer
Pacifica: A Garden in the Siskiyous is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive workplace. Employment decisions are made without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, veteran status, genetic information, or any other status protected by law.
Pay: From $20.00 per hour
Work Location: Hybrid remote in Williams, OR 97544
