Events and Rental Coordinator

About the Role

Welcome to Book Bar, a new independent bookstore and bar—a community-driven space that brings together books, conversation, and carefully curated events. Our Events and Rental Coordinator will focus on supporting the operations of our events and private space rentals.

This role is ideal for someone who excels at coordination, communication, and client service, and who enjoys working behind the scenes to ensure memorable, well-run experiences. You will serve as a key point of contact for event inquiries and private bookings, helping translate client needs into clear plans while keeping Book Bar management informed and organized.

Key Responsibilities

Client Intake & Communication

• Serve as the first point of contact for event and private rental inquiries via email.
• Conduct new client intake, gathering key details such as event type, dates, guest count, and special requirements.
• Facilitate clear, timely communication between clients and Book Bar management.
• Respond to inquiries professionally and ensure consistent follow-up.

Event & Booking Coordination

• Coordinate event details including timelines, agendas, schedules, and logistics.
• Book calendar invitations and manage scheduling for events, meetings, and walk-throughs.
• Support the preparation of event agendas and run-of-show documents as needed.
• Ensure all relevant information is documented and shared with internal stakeholders.
• Liaise with internal and external stakeholders on event details, roles, and day-of logistics.
• Communicate with event partners to confirm details and ensure alignment ahead of each event.
• Complete event briefs for internal and partner use.
• Set up events on Eventbrite (or similar platforms) and the Book Bar website and manage ticketing, including sales tracking and attendee communication.
• Function as an on-site point of contact for both bookings and events

Tracking & Organization

• Maintain and update a private booking tracking grid to monitor inquiries, confirmed bookings, and event status.
• Keep records organized and up to date to support smooth handoffs and reporting.
• Assist in identifying scheduling conflicts or gaps and flag them to management.

Administrative Support

• Manage event-related email correspondence and administrative tasks.
• Support general coordination needs related to events and private rentals as the business opens and grows.
• Help refine simple workflows for booking and event support.
• General support across all areas as business needs require.

Qualifications

• Good communication skills, both written and verbal.
• Strong customer service skills.
• Comfortable working in Excel/Google Sheets.
• Comfortable working in Canva or a related design platform.
• Flexible and adaptable, with the ability to manage shifting priorities, scheduling, and working locations
• Rooted in community-driven values, with a genuine interest in books, conversation, and bringing people together.