Event & Facilities Manager

Position Summary

This position combines strategic event planning with hands-on facilities management to ensure the Center remains a welcoming, well-maintained, and vibrant hub for community programming, nonprofit collaboration, and public events. The role is responsible for securing and coordinating events, building relationships with community partners and renters, managing event logistics, and ensuring the building and event spaces operate safely and efficiently. This includes supporting event set-up and take-down, coordinating with vendors and tenants, and monitoring maintenance needs to ensure a positive experience for all who use the facility.

Key ResponsibilitiesEvent Planning & Event Rental Management

·      Identify, secure, and coordinate events that align with the mission and community goals of the Oakhurst Center for Community.

·      Serve as the primary contact for event rentals and community partners seeking to use the space.

·      Conduct facility tours for prospective renters, nonprofit partners, and community groups.

·      Coordinate all event logistics including scheduling, contracts, space planning, vendor coordination, and event timelines.

·      Work closely with event hosts to determine space needs, equipment, and room configurations.

·      Oversee event execution including room setup, breakdown, and ensuring the space is prepared according to event requirements.

·      Ensure events comply with facility policies, capacity limits, and safety standards.

·      Support events onsite to troubleshoot issues and ensure a positive guest experience.

·      Maintain an event calendar and coordinate scheduling with internal programs and tenants.  

Facility Operations & Maintenance

·      Oversee the daily operation, cleanliness, safety, and functionality of the facility.

·      Conduct regular inspections of the building, grounds, and equipment to identify maintenance, safety, or compliance issues.

·      Track, prioritize, and resolve maintenance and building issues in a timely manner.

·      Maintain a facilities log and work order system for repairs, preventative maintenance, and improvements.

·      Coordinate routine preventative maintenance for HVAC, electrical, plumbing, fire/life safety systems, and other building infrastructure.

·      Ensure compliance with local building codes, safety regulations, ADA requirements, and insurance standards.  

Tenant & Community Relations

·      Serve as the primary liaison for tenants within the facility.

·      Maintain strong working relationships with nonprofit partners, community organizations, and renters.

·      Respond to tenant and event partner requests or concerns in a timely and professional manner.

·      Support tenant move-ins, move-outs, and transitions as needed.

·      Foster a welcoming, inclusive environment for all community members and partners using the space.  

Vendor & Contractor Coordination

·      Identify, coordinate, and oversee vendors and contractors for event services, repairs, maintenance, cleaning, landscaping, and other facility needs.

·      Obtain quotes, schedule services, and ensure work is completed according to scope, budget, and timeline.

·      Serve as the on-site point of contact for vendors during events and maintenance work.

·      Maintain relationships with preferred vendors including caterers, equipment providers, and service contractors.  

Inventory, Supplies & Budget Support

·      Manage inventory of facility supplies, event equipment, furniture, and materials.

·      Assist with tracking facility and event-related expenses.

·      Support the development and monitoring of event revenue and facility maintenance budgets.

·      Recommend cost-effective solutions for building improvements and event logistics.  

General Organizational Support

·      Collaborate with program staff to ensure event and facility operations support organizational programming.

·      Assist with special projects, community initiatives, and organizational events.

·      Uphold the mission, values, and community-centered culture of Oakhurst Center for Community.

·      Perform additional duties as assigned to support organizational operations.  

Qualifications Required

·      Bachelor’s degree in Event Management, Hospitality, Nonprofit Management, Business Administration, or related field preferred.

·      Minimum of 3–5 years of experience in event planning, event management, or facilities coordination.

·      Demonstrated experience coordinating events, rentals, or community programming.

·      Strong organizational and project management skills with the ability to manage multiple events and priorities simultaneously.

·      Excellent interpersonal, communication, and customer service skills.

·      Ability to work evenings and weekends as required for events.

·      Ability to lift and move furniture and equipment (up to approximately 40–50 lbs.)   

Preferred

·      Experience working within nonprofit organizations or community centers.

·      Familiarity with vendor management, event contracts, and service agreements.

·      Basic knowledge of building systems such as HVAC, electrical, and plumbing.

·      Experience with event management software, scheduling systems, or CRM tools.

·      Knowledge of local event permitting and safety regulations.

·      Bilingual or multilingual skills a plus.