Facility Coordinator (part-time)

SUMMARY
The United States Marshals Museum is seeking a dependable and customer-focused Facility Coordinator to oversee facility rentals and group visits. This part-time, non-exempt role is responsible for client communication, event execution, vendor coordination, and inventory management. The ideal candidate will ensure seamless event operations while providing outstanding service, primarily during evenings and weekends.

Equal Employment Opportunity  
USMM provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. 

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training. 
 
RESPONSIBILITIES:

• Book and manage group visits using the internal calendar, with potential to develop more curated or guided experiences
• Manage all post-contract client communication, including finalizing event details, collecting payments, and ensuring submission of required documents (BEOs, diagrams, insurance, etc.)
• Manage client expectations and provide excellent customer service throughout the planning and execution process
• Serve as the on-site point of contact for contracted facility rentals
• Communicate regularly with USMM staff about client needs and event timelines to ensure that all logistical arrangements are in place, and to maintain awareness of near-and-long-term schedules for public programs, exhibitions, and other activities
• Collaborate with internal departments to align event plans with overall museum programming
• Maintain and nurture professional relationships with vendors and event partners
• Coordinate with Director of Sales and Community Engagement, Director of Building, Grounds & Security regarding pre-and-post-event housekeeping needs for all property rentals throughout the building and grounds
• Coordinate with Director of Sales and Community Engagement, Director of Building, Grounds & Security for vendor drop-off or pick-up pre- and post-event
• Coordinate linen laundering and ensure items are event-ready
• Track, maintain, and document rental inventory including tables, chairs, linens, and AV equipment
• Oversee setup and teardown of tables, chairs, signage, AV equipment, and other event materials
• Provide on-site supervision during all rentals, primarily evenings and weekends
• Enforce the USMM Facility Rentals Policies & Procedures Guide (PAP Guide)
• Ensure safety, cleanliness, and security standards are maintained during events
• Troubleshoot issues as they arise and communicate updates to management
• Report incidents, maintenance needs, and any deviations from planned logistics
• Participate in internal staff meetings and contribute to ongoing team communication
• Uphold a positive team culture and consistently deliver a high standard of service
• Be open to new responsibilities as the role evolves

• High school diploma or equivalent
• Minimum 1 year of experience in direct customer-facing roles
• Prior experience in event coordination, hospitality, or venue management preferred
• Availability to work evenings, weekends, and occasional holidays

• Strong communication skills—written, verbal, and listening
• Highly organized, detail-oriented, and able to manage multiple projects and deadlines in a fast-paced environment
• Must be able to maintain confidentiality
• Ability to read, write and speak fluently in the English language; bi-lingual skills a plus
• Proficiency with computer software, specifically Windows based programs including but not limited to Microsoft Outlook, Word and Excel; ability to adapt to Museum specific data management software
• Creative and effective problem-solving abilities
• Proven ability to meet deadlines, prioritize job responsibilities and manage multiple projects simultaneously and manage this is a fast-paced environment.
• Ability to work independently and with little supervision/guidance; as well as being a complimentary team player.

• Physical Demands: In the work environments, this position requires verbal and written conversation with others, ability to sit at a desk for a minimum of 2 hours without a break, ability to make presentations to a small to medium sized crowd; ability of lifting/moving objects up to 25 pounds, use of hands to handle or feel objects, tools or controls. Vision abilities required by the job include close vision. This job also requires the use of a computer which will be placed somewhere in the employee's workspace. The employee must have the necessary keyboard and computer mouse skills as well as the ability to read a color monitor. Physical demands also include proofing correspondence, materials, and proposals. 
• Work Environment: Work will be performed in an office environment, museum spaces and the community, both indoors and outdoors. Overnight travel may be required. While performing the duties of this job, the employee may be exposed to weather conditions prevalent at the time. Possible on-call duty as needed. The noise level in the work environment is usually low to moderate; however, during events the noise level is often high.