Venue & Events Coordinator

ABOUT SPRING POINT PARTNERS

Founded in Philadelphia, Spring Point Partners, LLC (Spring Point) is a social impact organization that invests in the transformational leaders, networks, and solutions that power community change and advance justice.

We do this by seeking out and supporting community leaders who have the vision to see what’s possible and the drive to make that real; connecting the experience of partners with comprehensive and flexible supports for shared learning and impact; and investing in innovative ideas and adaptive solutions that can spark and scale change for all.

Whether we’re partnering on youth development, equity in learning, animal welfare, economic justice, leadership, or investing in new business models that close opportunity gaps and boost social and economic mobility, we center equity and justice in all we do, supporting individuals and ideas that can have a catalytic impact in their communities and on our society.

Together, let’s change the way social impact is achieved.

ABOUT THE HIVE

The Hive is Spring Point’s dedicated learning and convening space, designed to bring people together for thoughtful gatherings, collaboration, and shared learning. Located in Philadelphia, The Hive serves as a central environment where partners, leaders, and teams come together for meaningful dialogue, strategy, and reflection.

More than a physical space, The Hive is an extension of Spring Point’s approach to impact—intentionally designed to foster connection, support learning, and create an environment where ideas and relationships can grow.

The Venue & Events Coordinator is responsible for the day-to-day management, readiness, and functionality of The Hive. This role ensures the space is consistently welcoming, organized, safe, accessible, and prepared to support the range of meetings, events, and learning experiences held there.

ABOUT THE POSITION

The Venue & Events Coordinator (Coordinator) reports to the Events Manager and serves as the central owner of the guest experience and day-to-day operations of The Hive. Responsibilities include space management, scheduling and reservations, facility coordination, inventory and supplies, vendor coordination, security and building coordination, technology readiness, and overall space standards.

The Coordinator works closely with the Events Manager to ensure The Hive is prepared to support scheduled meetings and convenings and that every guest has a positive experience. While the Events Manager owns event design, planning, execution, and the overall participant experience, the Coordinator owns the operational readiness and ongoing management of The Hive as a facility. The Coordinator also works closely with the Operations Coordinator to escalate larger facility issues. This role requires strong organization, attention to detail, sound judgment, scheduling flexibility, and the ability to anticipate and resolve operational and guest service needs.

This is a full-time, benefits-eligible role with a fully onsite, five-day-per-week schedule based at The Hive in Center City Philadelphia, with periodic support for Spring Point-led events at FMC Tower and other venues. The schedule may shift based on space usage and organizational priorities, including periodic evening or weekend coverage. The Events Manager provides backup coverage when the Coordinator is unavailable or when additional support is needed at The Hive.

ROLES & RESPONSIBILITIES

Hive Operations & Space Management

• Manage The Hive event space and oversee its day-to-day operations to ensure it is functional, organized, welcoming, and ready for use.
• Uphold and enforce standards for the appearance, organization, cleanliness, and readiness of The Hive.
• Conduct regular walkthroughs to identify and address operational, facility, technology, supply, and maintenance needs. Escalate larger operational, facility, or functionality issues requiring vendor intervention to the Operations Coordinator and Events Manager.
• Clean, organize, and reset meeting rooms, common areas, kitchen and hospitality areas, and storage spaces to established standards.
• Maintain furniture standards, room configurations, inventory, storage, and signage.

Space Scheduling & Reservations

• Manage The Hive master calendar and space-booking system and communicate with stakeholders as needed.
• Review and approve space requests based on availability, capacity, Program Officer feedback, policies, and organizational priorities, and identify and resolve scheduling conflicts.
• Record and update all reservations, holds, cancellations, and changes accurately and maintain usage reports.
• Communicate space policies, requirements, timelines, and expectations to internal teams and external partners using The Hive.
• Conduct walkthroughs and share access and usage information according to established guidelines.

Event & Space Readiness

• Review The Hive calendar weekly to identify upcoming events and bookings and determine setup, staffing, technology, supply, and security support needs.
• Prepare the space for each use, including room setup and technology needs, and confirm that furniture, technology, supplies, and signage are in place and working before each event.
• Complete pre-use and post-use checklists and reset spaces between uses to established standards.
• Resolve facility or readiness issues that arise before, during, or after use and escalate larger needs to the Operations Coordinator and Events Manager as needed.

Facilities & Building Coordination

• Maintain an up-to-date contact list for building management, security, maintenance, and emergency services.
• Manage daily maintenance, repairs, building access, deliveries, loading dock use, and other facility needs, and confirm and track completed repairs.
• Report larger issues to building management and escalate urgent or significant issues to the building manager, Operations Coordinator, and Events Manager.
• Arrange building access and security requirements for staff, partners, vendors, and guests.
• Build and maintain working relationships with security and other building partners.
• Collect and submit vendor certificates of insurance (COIs) and other documents required by building management.

Technology & Equipment Readiness

• Maintain The Hive technology and equipment so it is working and ready for routine use.
• Test audiovisual equipment, displays, microphones, and conferencing technology on a regular schedule.
• Troubleshoot technical issues and escalate needs to the IT team, Events Manager, or appropriate vendors as needed.
• Organize, store, and track all Hive technology and equipment.
• Train users on basic procedures for accessing and using Hive technology.

Supplies, Inventory & Hospitality

• Set up and manage organized inventory and storage systems.
• Track and restock event supplies, approved hospitality supplies, and routine space necessities.
• Forecast supply needs based on scheduled Hive usage and order supplies in advance.
• Set and uphold standards for kitchen, hospitality, storage, and shared-use areas.

Vendor Management

• Schedule and direct vendors that support Hive operations and maintenance.
• Manage the cleaning services contract, including vendor coordination, scheduling around events, and quality oversight.
• Evaluate vendor performance and resolve service issues, escalating unresolved issues to the Events Manager and Operations Coordinator.
• Work with internal teams to process vendor agreements, invoices, and payments.
• Identify and implement ways to improve vendor efficiency, service quality, and cost-effectiveness.
• Maintain documentation for recurring vendors and services.

Safety, Accessibility & Security

• Implement safety, emergency preparedness, and accessibility protocols.
• Learn and be prepared to lead building emergency and evacuation procedures as needed.
• Work with building security to manage guest access and security requirements.
• Identify physical or operational barriers to accessibility and implement solutions for guests.
• Communicate Hive policies and procedures to guests and staff and ensure they are followed.

Hive Systems, Policies & Procedures

• Update and implement operational procedures for The Hive, including guidelines for space use, reservations, building access, hospitality, technology, storage, and deliveries.
• Maintain checklists and systems for opening, closing, readiness, inventory, and maintenance.
• Keep Hive operations records and documentation organized and up to date.
• Identify gaps in Hive processes and recommend improvements to the Events Manager.

Hive Utilization & Reporting

• Track and record Hive usage data, including reservations, events, attendance, and cancellations.
• Analyze utilization patterns and prepare reports for the Events Manager and Director of Learning to support planning and decision-making.
• Recommend changes that improve how The Hive is used, in alignment with its purpose and Spring Point’s priorities, and implement those approved by the Events Manager.

Budget & Resource Management

• Purchase supplies and materials for The Hive with approval from the Events Manager.
• Recommend purchases and investments that improve the functionality, sustainability, and quality of the space.
• Document purchasing, supply, vendor, and maintenance costs and submit them to the Events Manager.
• Submit operational invoices and receipts for processing on time.

Operational Excellence & Decision-Making

• Use independent judgment to manage day-to-day Hive priorities and resolve space-related issues.
• Anticipate operational needs and act early to prevent disruptions.
• Escalate issues to the Events Manager as needed while maintaining ownership of resolution and communication.

All Staff Responsibilities

• Organizational Involvement: Participate as an engaged member of the organization beyond core responsibilities including, but not limited to, participating in training/professional development, attending staff meetings/events, and contributing to the organization’s values-based culture building including diversity, equity, and inclusion (DEI) work.
• Professional Development: Maintain skills and knowledge of industry standards, peer activity, and relevant media/publications and advise on key developments or areas that could impact the organization.

CANDIDATE QUALIFICATIONS

We welcome a range of professional experiences, and at minimum, candidates should demonstrate:

• 5+ years of progressive experience in operations, facilities, customer experience, hospitality, venue management, or related environments.
• Demonstrated ability to independently manage the day-to-day operations of a physical space.
• Experience coordinating vendors, facilities, building services, security, technology, and other operational partners.
• Strong attention to detail and the ability to anticipate needs before they become problems.
• Ability to troubleshoot and exercise sound judgment in dynamic environments.
• Experience managing calendars, reservations, schedules, or space-booking systems.
• Experience managing supplies, inventory, and purchasing.
• Ability to collaborate effectively across teams while maintaining clear ownership of operational responsibilities.

Preferred Qualifications

• Experience supporting convenings, hospitality, workplace, community, or multi-use spaces.
• Experience in nonprofit, philanthropic, education, or mission-driven organizations.
• Familiarity with audiovisual and conferencing technology.
• Experience with space management, reservation, or event management platforms.
• Familiarity with accessibility, inclusive hospitality, safety, and emergency preparedness practices.

Education

• Bachelor’s degree preferred, or equivalent certificates or professional experience in operations, facilities, hospitality, workplace experience, venue management, or a related field.

In addition, we seek candidates who demonstrate the following:

• Mission Focused: Enjoy working within a small, entrepreneurial environment that is mission-driven, practitioner-led, and community-oriented.
• Relationship Management: Ability to initiate, develop, and maintain positive relationships.
• Team Player: Collaborative and supportive of others with diverse backgrounds and skill sets.
• DEI Focus: Demonstrated experience and interest in supporting a diverse, equitable, and inclusive organization.
• Learning Focused: Ability to seek knowledge about diverse fields within social impact and make connections across the work.
• Communication: Strong written and verbal communication skills.
• Flexibility & Availability: Ability to quickly pivot and thrive in a fluid environment, navigate ambiguity, and maintain scheduling flexibility for periodic evening or weekend events and occasional overnight travel.
• Confidentiality: Ability to handle confidential information with discretion.

DIVERSITY, EQUITY & INCLUSION STATEMENT

Spring Point Partners is an Equal Opportunity Employer, committed to diversity, equity, and inclusion. We welcome and encourage all qualified candidates to apply.

BACKGROUND CHECKS

The final candidate for this role will be asked to complete a background check process, and the initial job offer is contingent upon the satisfactory completion of this check.

APPLICATIONS

To be considered for this opportunity, please send an email with your resume to the Hiring Team at JoinUs@thespringpoint.com with Venue & Events Coordinator in the subject line.