Event/ Rental Assistant

Rental Assistant Job Description

About Mission San Luis

Mission San Luis de Apalachee (MSL) was the western capital of La Florida from 1656 to 1704 and its historic location was designated as a National Historic Landmark in 1960.  The property was purchased by the State of Florida in 1983. After nearly three decades of historical and archaeological research, Mission San Luis is one of the premier Native American and Spanish history sites. Archaeological excavations of the site along with historical research have allowed the state of Florida to reconstruct several of the mission’s buildings. Today, it is the only reconstructed mission in the Southeast that is open to the public to explore.

Mission San Luis is seeking a part time Rental Assistant to staff private rental events.  The ideal candidate will possess experience in hospitality, sales, or planning and management (corporate meetings, special events and/ or weddings) as well as an appreciation or interest in historic sites. The Rental Assistant will be required to work most weekends for events (Tuesday through Sunday) and administrative work during the week. The desired effective hire date is May 15, 2018.

For event days, evening shifts can range from 1pm-1am on the weekends, or until midnight during the week. Daytime shifts can range from 7am-7pm on the weekends and during the week for events. Office hours can range from 7am-6pm during the week. Office hours are somewhat flexible based on site needs.

Candidate should possess the following qualities:

• Initiative
• Strong organizational skills and ability to complete administrative filing tasks
• Managerial skills and ability to delegate and work effectively with a small staff
• The ability to multitask and perform in demanding situations
• A professional manner at all times, especially under pressure
• Public relations skills and patience in public negotiations
• Flexibility in a range of tasks relating to the facility’s rentals
• Willingness to work nights and weekends
• Ability to lift 40 lbs. and stand for extended periods of time

Job Requirements Include:

• Candidate must have a High School Diploma
• Candidate must report on time to sign in and have a neat, clean, and friendly demeanor.
• Dress code must adhere to the State Dress Code Policy. For event days, candidate is required to dress professionally in all black clothing, including black dress shoes. No t-shirts, sleeveless shirts, workout pants, yoga pants, hot pants, jeans, tall high heels or sneakers are permitted. All tattoos must be covered. Pants are preferred over dresses or skirts, as they give more mobility.
• Candidate must be flexible and have great attention to detail. Candidate is required to maintain a friendly and professional demeanor, always have a smile on their face, greet visitors in all weathers, assist Rental Manager with office work, facility tours and events, assist Visitor Services when needed, and assist Docent Program when needed to give tours of the historic site.
• Candidate must be able to stand for long periods of time and be able to be outside in extreme temperatures.
• For event days, Candidate must work with the rentals team and lead by example to perform routine checks of restrooms, maintain cleanliness of the overall facility, assist vendors/clients with any problems or questions, assist with signage and museum lobby items, clean and drive golf carts, clean windows, assist with parking, keep guests in designated drinking and smoking areas, make sure the rental facility is safe at all times, keep the historic site protected and vacated, make sure that all rental policies are maintained, facilitate and help with nightly facility cleanup and other duties, as needed.
• Rentals staff are responsible for the set up/ break down of all rental events, and reset of the facility.  Shifts may include setting up and/or breaking down indoor and outdoor tables and chairs, cleaning, vacuuming, spot cleaning, picking up litter, sweeping, mopping, and taking out trash to the dumpster and recycling areas and potentially cleaning up bodily fluids. Facility locations may include cleaning the Boardroom, Classrooms, Main Lobby, SunTrust Theater, Prefunction Lobby, Large Courtyard, Portal Paseo, Mission Room, Catering Kitchen, and Restrooms. All event shifts also require securing the premises nightly and making sure that all doors in the facility, as well as all of the gates, are properly locked and armed.
• Previous Rental Event experience, customer service experience, and sales experience is preferable but not mandatory.

Job Responsibilities Include:

Logistics

The Rental Assistant will monitor logistics for setup and break down for private rental events and conduct routine inspections.  The Rental Assistant will also submit reports immediately following each event.  Additionally, the Rental Assistant will be required to setup and break down meeting spaces. The Rental Assistant may be asked to provide coordination support for certain events. The Rental Assistant will also be asked to learn about the historic site and docent school tours for the museum for large groups of students, and other duties, as needed.

Security

The Rental Assistant will ensure the property of Mission San Luis is safeguarded before, during, and after all rental events and will assist with making sure all event activities comply with policies and procedures.  The Rental Assistant will be responsible for conducting and/ or supervising the inspections of the facility as well as tracking the property of MSL.

Administrative

The Rental Assistant will provide administrative support to the Museum Rentals Manager and the rental office.  The Rental Assistant will assemble client services packets to be distributed to potential rental clients, oversee rentals social media, and assist with client inquiry tours.  She or he will also assist the Rentals Manager with various projects to improve overall efficiency of client services.

Preference

The ideal candidate will have a high regard for customer service, sales, and have experience in rentals and visitor hospitality.  Knowledge of the museum environment is a plus but not a requirement so long as the applicant is willing and interested in learning about Mission San Luis in order to better serve clients and protect the historic property. The candidate will be professional, dedicated and dependable. Please submit your resume, cover letter, and a list of three references to:

Attn: Maddison Woods, Rental Manager, Mission San Luis – A Living History Museum,

2100 West Tennessee Street, Tallahassee, FL 32304

***Please type “Event Assistant” in the subject line if applying by email.***

Send emails to: Maddison.Woods@dos.myflorida.com