Event & Rentals Coordinator

As the Peretz Centre enters a new phase of growth, we are seeking a team member to help shape the future of one of Vancouver’s longstanding cultural institutions – a vibrant community space that hosts concerts and performances, film screenings, festivals, workshops, lectures, seniors’ and family programs, meetings, conferences, and other community events throughout the year.

Situated at the intersection of event production, venue operations, and community engagement, the Event & Rentals Coordinator will work closely with staff, volunteers, members, renters, artists, educators, and community partners to help deliver welcoming, well-organized events while supporting the expansion of our diverse rental program and improving the effective use of our facilities. Unlike highly specialized event roles, this position offers hands-on experience across event production, venue rentals, community engagement, facility operations, administration, and organizational planning.

The ideal candidate is practical, detail-oriented, adaptable, and an excellent communicator who enjoys being where the action is. They take pride in making complex events seem effortless, are equally comfortable meeting with performers and community partners as they are setting up a room or troubleshooting an unexpected problem, and are motivated by seeing good ideas through from planning to execution.

We are seeking candidates who are excited to play an active role in our organization's future. The successful candidate will have opportunities to take initiative, contribute ideas, and help strengthen organizational systems and practices across events, rentals, and facility operations. This position offers meaningful opportunities for professional growth and mentorship, with the potential to take on increased responsibility, lead new initiatives, and contribute to organizational decision-making as the Centre continues to expand its programs, partnerships, and community impact.

Role Responsibilities

1) Coordinate events and venue operations (45%)

Help deliver welcoming, well-organized events by coordinating logistics before, during, and after Peretz programs and community rentals.

• Collaborate with event organizers plan and deliver successful events, coordinating logistics such as schedules, room layouts, audio/visual equipment, lighting, catering, décor, special event permits, security, and other requirements;
• Provide administrative and logistical support for events from planning through completion;
• Act as the primary contact for performers and presenters in coordinating technical requirements and facilitating the technical rider process;
• Orient volunteers and renters to building procedures and event logistics;
• Set up and take down tables, chairs, basic A/V equipment, instruments, etc., ensuring facilities are clean, secure, and ready for subsequent use;
• Serve as the primary onsite staff contact during events, responding to operational issues and coordinating appropriate emergency procedures when required;
• Provide basic troubleshooting for audio/visual and lighting equipment and coordinate specialized technical support when needed;
• Ensure organizational policies (including health, safety, emergency, and risk management policies) are followed during events;
• Supervise the safe use of the Peretz Centre’s commercial kitchen (Foodsafe Level 1 will be required);
• Reset rooms to required layouts in coordination with Facilities Manager;
• Work with Executive Director to ensure events are welcoming, inclusive, and accessible.

2) Coordinate and strengthen the Peretz Centre’s rental program (35%)

Support the continued growth of the Peretz Centre's rental program by providing excellent service, building long-term relationships, and identifying opportunities to improve operations.

• Work with other staff to maximize rental potential through responsive client service, effective scheduling, operational improvements, and relationship-building, while balancing community programming and operational capacity;
• Review rental requests with other staff to ensure that rental requirements, scheduling, capacity, and associated costs (including SOCAN/Resound fees) are appropriately assessed;
• Meet with prospective renters on site to provide occasional facility tours and answer questions about availability, capacities, equipment, rates, and venue specifications;
• Liaise between renters and Peretz staff to ensure rentals are well coordinated and organizational policies are clearly understood;
• Build and maintain positive relationships with long-term renters, prospective clients, and service providers (e.g. sound technicians, caterers);
• Monitor rental activity and prepare reports that inform operational planning and revenue goals;
• Assist in reviewing rental agreements, pricing, and related policies;
• Recommend improvements to rental policies, procedures, scheduling, service offerings, and client experience.

3) Support building operations (20%)

Contribute to the effective operation of the Peretz Centre by supporting facility management, safety, maintenance, and continuous operational improvement.

• Assist the Executive Director in maintaining and updating health and safety plans, as well as policies and procedures for rentals and events;
• Support implementation of building access, security, and emergency procedures;
• Work with the Executive Director and Facilities Manager to coordinate maintenance priorities, inventory systems, equipment purchases, facility upgrades, vendors, contractors, and other operational needs.

General responsibilities

• Participate in weekly staff meetings during regular business hours;
• Maintain confidentiality of all tenant, renter, volunteer, and organization information;
• Perform other related duties consistent with the scope of the position.

Required Qualifications

We recognize that relevant experience can be gained in many different settings, including employment, volunteer work, community organizing, and education. If you are excited about this role and believe your experience aligns with the qualifications below, we encourage you to apply.

• Demonstrated experience coordinating complex events, programs, or community initiatives;
• Proven ability to work independently, take initiative, and collaborate as part of a small team;
• Strong organizational, interpersonal, and communication skills, with demonstrated reliability and attention to detail;
• Basic proficiency with common office software, including Microsoft Office suite;
• Commitment to diversity, equity, and social justice;
• Legally entitled to work in British Columbia.

Preferred Qualifications

The following qualifications are not required but may be assets during hiring:

• Experience with venue rentals or performing arts;
• Experience working with audio/visual equipment, venue operations, or technical event support;
• FoodSafe Level 1 certification;
• Familiarity with basic budgeting, purchasing, or procurement processes;
• Experience working with people from diverse cultural, religious, social, and/or linguistic backgrounds;
• Ability to speak more than one language is an asset in our multilingual workspace.

Working Conditions

• Full-time position based primarily at the Peretz Centre in Vancouver. The Peretz Centre is located one block west of Cambie Street and 500m from the Langara-49th Canada Line station (view directions and transit information);
• A portion of working hours is determined by programming and rental schedules, including evenings and weekends (typically 1-3 days per week);
• While the position requires significant on-site work to support events, rentals, and facility operations, the Peretz Centre is committed to providing flexibility wherever operationally possible. Administrative work, planning, reporting, and other duties may be completed through flexible scheduling arrangements developed collaboratively with the Executive Director;
• Periods of increased workload may occur during busy event and rental periods, requiring ability to manage multiple priorities and respond calmly to unexpected issues;
• Work is performed primarily indoors in a climate-controlled office and active community/event venues;
• Regular physical activity, including event setup and teardown, light to moderate cleaning, and moving equipment and supplies;
• Regular standing and walking for extended periods during events;
• Events may involve exposure to elevated noise levels, large groups of people, and fast-paced or time-sensitive situations;
• The building (two storeys) is generally accessible, with elevator access and underground parking available; however, the stage and green room are accessible only via stairs;
• There is one non-gendered, single-stall washroom on site in the green room.

Learn more and apply at our website.