Event & Volunteer Coordinator

Manchester, NH

JOB SUMMARY

The Event & Volunteer Coordinator supports the organization by planning, organizing, and managing facility rentals, internal events, and volunteer engagement. This role ensures successful event execution, strong client and community relationships, and an effective volunteer program that supports organizational goals. The Coordinator works closely with staff, vendors, volunteers, and partners to create positive experiences for clients and community members. This position is 32 hours per week, with some weeks being up to 40 hours per week. This is a benefit-eligible position.

RESPONSIBILITIES

Planning & Management

  • Maintain the organization’s master event calendar and internal event tracking systems.
  • Coordinate and execute internal events, facility rentals, and volunteer programs from planning through completion.
  • Partner with the Marketing team to promote events and rentals through publications, digital platforms, and community outreach.
  • Partner with the Marketing team to ensure online rental and event information is current with accurate descriptions, photos, and amenities.
  • Develop and maintain an inventory of equipment and supplies (tables, chairs, audiovisual systems, athletic gear, etc.).
  • Create and update venue maps, facility layouts, and setup guides for client and staff use.
  • Manage preferred vendor relationships, ensuring clear communication and consistent service quality.
  • Oversee audiovisual setup and provide basic troubleshooting when necessary.
  • Serve as on-site coordinator during events, facilitating/supervising setup, teardown, and client communications to ensure seamless execution.
  • Respond to rental and event inquiries, schedule site visits, and follow up with prospective clients.
  • Serve as the on-site staff member for rentals that occur Monday – Friday, during and outside of regular scheduled hours. Additionally, prioritize being the staff member on Saturday-Sunday, and holidays.
  • Collaborate with the Director of Finance on contracts, deposits, and invoicing.
  • Collect Certificates of Insurance and coordinate with insurance providers and public safety as needed.
  • Confirm event logistics, including setup needs, timelines, and staffing.
  • Prepare detailed logistics sheets for staff, vendors, and clients.
  • Support internal program events, including holiday celebrations, family events, and special programs.
  • Serve as the primary liaison for volunteers and partner organizations, connecting them to appropriate programs and staff.
  • Recruit, schedule, and onboard volunteers for events, programs, and special projects.
  • Support program events including holiday celebrations, family events, and special programs.
  • Support program leadership in planning for vacation weeks, non-school days, and organization-wide celebrations as needed.
  • Perform other duties as assigned to support organizational goals.

Volunteer Coordination

  • Serve as the primary liaison for volunteers and partner organizations, connecting them to appropriate programs and staff.
  • Recruit, schedule, and onboard volunteers for events, programs, and special projects.
  • Support program events including holiday celebrations, family events, and special programs.
  • Support program leadership in planning for vacation weeks, non-school days, and organization-wide celebrations as needed. Perform other duties as assigned to support organizational goals.

Administrative & Support Duties

JOB QUALIFICATIONS

  • High school diploma or equivalent required; bachelor’s degree in Hospitality, Recreation, Human Services, or related field preferred. 
  • 1+ years of experience in event coordination, volunteer management, or program support. 
  • Strong organizational, interpersonal, and communication skills. 
  • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). 
  • Ability to multitask and manage time effectively in fast-paced environments. 
  • Creative problem-solving and ability to remain calm under pressure. 
  • Experience working with youth or community programs a plus. 
  • Valid driver’s license and ability to pass background and drug screenings. 
  • Active personal auto insurance policy with at least liability insurance.  Must have the ability to flex schedule to work events/rentals that may take place outside of regular scheduled hours such as early mornings, nights, and/or weekends.  

PHYSICAL DEMANDS/WORK ENVIRONMENT

  • Ability to stand, walk, and engage in physical activity for extended periods.
  • Lift and carry up to 50 lbs. and perform tasks such as bending, kneeling, and climbing stairs.
  • Work both indoors and outdoors in varied environments (gyms, classrooms, event spaces, fields).
  • Operate office and event equipment (computers, audiovisual systems, etc.).
  • Maintain stamina and focus during long or high-energy shifts.

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Benefits

We offer a comprehensive benefits package designed to support your well-being, growth, and work-life balance. Our benefits include:

  • Medical, Dental, and Vision Insurance – Comprehensive coverage for you and your family.
  • 401(k) Retirement Plan with Employer Match – Invest in your future with company-matched contributions.
  • Generous Paid Time Off (PTO) – Take the time you need to recharge and enjoy life outside of work.
  • Paid Holidays – Enjoy company-observed holidays throughout the year.
  • Child Care Benefit – The Club offers discounts for staff who would like to enroll their children in BGCGM programming.
  • Wellness and Work-Life Support – Additional resources to help you stay healthy and balanced.


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