Career Opportunities
Please send all resumes to: nancys@duwamishtribe.org
Title of Position: Rentals & Events Coordinator
Organization: Duwamish Tribal Services (DTS)
Reports to: Reports directly to Longhouse Director
Located at: 4705 West Marginal Way SW, Seattle, WA 98106
Guidelines: Duties guided by DTS Personnel Policies
Work Week: Primary: Tuesday to Saturday, 9 am to 5 pm. Flexibility required to attend meetings, weekend and evening events and rentals as needed.
Hours & Wage: 30 to 40 hours/wk: $25 -$30/hour (D.O.E.) Paid sick leave: 1 hour per week worked
Overview: Responsible for booking and overseeing the execution of Longhouse rentals. Coordinates, schedules and implements revenue generating programs, including but not limited to community events, cultural and educational tours, workshops, etc. - all intended to satisfy public use facility requirements and engagement opportunities for tribal members, the public and community partners which is the core function and is essential to the mission of the Duwamish Tribe and programming at the DLCC.
Duties and Responsibilities
1. Tours & Rentals: Answer rental and tour inquiries, provide information about available spaces, pricing and policies. Process rental reservations and fees, create contracts, manage payment collection and schedule rental and tour time slots.
2. Space Coordination: Keep all areas clean during rentals and events, making sure garbage cans are emptied regularly and restrooms are clean and well stocked. Prior to rentals, set up tables and chairs per clients’ rental agreement layout instructions. Before and after rentals, perform “Check In” and “Check Out" lists with client to ensure adherence to rental agreement use of building and equipment.
3. On-site Supervision: Ensure proper removal of food, recycling and garbage and returning the Longhouse to its pre-rental condition. Assist and set up Longhouse owned audio-visual equipment to ensure proper use, limit damage and avoid theft. Ensure proper storage of equipment during events and rentals. Oversee proper take down of tables, chairs, and kitchen equipment. Inventory the rental area including kitchen and its contents after each event to make sure everything is returned intact and clean for next event, and that damaged or missing items are documented per the rental agreement.
4. Public Events/Education/Exhibits: Work with staff and coordinate internally and externally to maintain, create, plan and execute monthly educational, cultural and outreach public use events including the annual Gala Fundraiser.
5. Safety: Always ensure safety. Call 911 in case of emergencies. Enforce interior maximum occupancy rules. Ensure emergency exits are clear of all obstructions. Enforce parking limitations in parking lot. Make sure the parking lot is clean of all debris.
6. Marketing and Promotion: Maintain and create relevant, up to date informational materials for tours, building rentals, and upcoming events. This includes flyers, posters, handouts, brochures, etc.
7. Annual Gala: Help manage and coordinate general event logistics, such as event space scouting, catering, contracts, staging, entertainment, floor plans, seating plans, décor, volunteers, technical equipment, presentations, protocol management of VIP guests and dignitaries, and any other relevant tasks, as required. Work with the Director and staff to procure auction items & corporate sponsorships. Attend monthly gala committee meetings with staff and gala committee volunteers to achieve a successful execution. Coordinate ticket sales, refunds, invitations, Save the Dates, Thank Yous and post event meetings. All staff will assist in the annual Gala.
8. Social Media & Communications: Assist in advertising for all events by external networks established by DTS. Collaborate on creation of flyers, posting to website, Outlook calendar, tribal member only networks & social media pages. Send out communications for events, rentals, tours, and tribal news updates through all forms of social media and networking tools available to DTS including Seattle Chamber of Commerce, Constant Contact email blasts, magazine, and print media. Assist in accurate, timely graphic designs for flyers, signage and other events or programs as needed.
9. Records: Organize and maintain accurate complete records of visitors, events, rentals and tours. Practice records management for filing annual public use report.
10. Communications: Monitors and responds to email, texts, phone messages in a timely manner. Works and communicates with all staff, guests, contractors’ vendors, and volunteers. Positively and effectively communicates the mission of our programs that support the Duwamish Tribe and DLCC. Use discretion with communications that may contain confidential information.
11. Team Coverage: Support staff with out-of-office coverage, when directed by Director, to ensure that the public is well served. Be able to cashier and man the front desk when needed in the gift shop during normal working hours following cashiering process and procedures. Engage in customer support by offering brief explanations about current events, exhibit space and self-guided tours.
Qualifications and Preferred Skills
High school diploma or equivalent required
At least 18 years of age
A bachelor's degree (or equivalent experience) in event management, hospitality, marketing, or a related field.
Must possess effective written and oral communication and interpersonal skills with ability to deal with all levels of personnel and the general public in a professional and effective manner; must be able to use initiative and independent judgment
As a condition of employment, employees must successfully complete a background investigation and random drug/alcohol tests may be given at any time
MS Office (Excel, Outlook, Word, Teams, PowerPoint)
Must display exceptional customer service and communication skills
Remain flexible to ever changing environments; adapt well to different situations
Ability to maintain satisfactory attendance and punctuality
Neat and professional appearance
Tribal History: Working knowledge of the history of the Duwamish Indian Tribe and other local tribes.
Supervisory Controls: The Director will provide administrative direction with assignments in broadly defined terms. Employees have responsibility for planning, designating, and carrying out work independently.
Physical: Requires some physical exertion such as long periods of standing, walking, reaching and lifting of moderately heavy items and boxes. Must be able to lift and carry 30 pounds.
Complexity: The work consists of broad range of multifaceted activities, functions, processes for Duwamish Members, intertribal activities, public activities, and events.
Personal Contacts: Personal contact with Duwamish Tribal Members, other tribes, high-ranking officials, the general public, donors & sponsors, volunteers, educational and granting groups, financial and utility organizations, contractors and vendors is required. This position requires a level of confidence and expertise communicating by email, mail and speaking through networking techniques to assist the Duwamish in reaching their fundraising and outreach goals.
Work environment: Work will generally be performed inside and outside the Longhouse but may require local travel and offsite meetings and engagements. Must have reliable transportation.