PDC Family Center Events Coordinator

PDC Family Center Events Coordinator Pilgrim Day Camp Family Center Framingham, MA Job Details Part-time $22 - $25 an hour 2 days ago Benefits Employee discount Flexible schedule Qualifications Microsoft Excel Microsoft Outlook Guest relations Staff scheduling Event planning Administrative experience Hiring Client invoicing Team management Customer relationship management Microsoft Teams Mailchimp Training & development Google Calendar Staffing management Full Job Description About Us Pilgrim Day Camp (PDC) Family Center is a hub for birthday parties, school field trips, indoor play, and community events in the Metrowest area. We're a small, dedicated team that takes pride in creating welcoming experiences for every family and running events that feel seamless and special. Position Summary The Family Center Events Coordinator is the primary point of contact for birthday parties, private events, program inquiries, and day-to-day guest services at the Pilgrim Day Camp Family Center. This role owns the full lifecycle of every event — from first inquiry to post-event follow-up. At the center of it all is our annual Fall Festival, PDC's biggest community event of the year, where this person serves as the lead planner and Event Day Manager from start to finish. We are looking for someone who is highly detail-oriented, takes initiative, and proactively communicates problems and solutions. This person thrives in a collaborative environment, stays on top of the details. This is a hybrid role. In-office hours are required Monday and Friday mornings during the school year, with additional weekday hours worked remotely for event bookings, client communications, invoicing, marketing, and administrative tasks. All phone calls and emails are expected to be answered promptly and professionally throughout the week. Weekend availability is required year-round, as this role is expected to be on-call and present during birthday parties and events to ensure everything runs without a hitch. During the summer, the role shifts primarily to remote work with continued weekend presence for events and preparation for Fall Festival. Key Duties & Responsibilities Birthday Party & Event Coordination Manage all birthday party and private event inquiries from first contact through post-event follow-up Book events, send contracts and invoices, collect deposits, and maintain the party calendar Prepare party add-ons, maintain supply inventory, and ensure all spaces are event-ready Schedule, train, and support part-time party attendants; communicate hours to Admin each Monday Schedule, train, and support part-time party attendants; be on-call and present during weekend events to ensure seamless execution; communicate hours to Admin each Monday Coordinate with the maintenance team to ensure thorough post-event cleanup and that all spaces are left in proper condition Send pre-party preparation emails and post-event satisfaction follow-ups Track revenue, invoices, and payments accurately with strong attention to detail Serve as Event Day Manager of the Fall Festival -directing volunteers to their posts, guiding vendors to assigned locations, managing the run-of-show, and acting as the primary on-site point person from setup through breakdown Front Desk & Guest Services Serve as the on-site point of contact during Monday and Friday indoor playground hours Greet families, manage check-ins, answer phones and emails, and conduct tours of event spaces Route inquiries to the appropriate team member and represent PDC with warmth and professionalism Send monthly newsletters and create promotional content for social media and email Track bookings, payments, and client data; update the PDC website and campus calendar Qualifications Required Experience in event coordination, hospitality, venue management, or a related field Warm, professional communicator comfortable with families, walk-ins, and email correspondence Strong organizational skills with the ability to manage multiple active client relationships Comfortable hiring, scheduling, and leading part-time staff Proficiency with Microsoft Teams, Outlook, and Excel Experience tracking revenue, invoices, or financial data with strong attention to detail Proficiency with Google Calendar, Square (or similar), and MailChimp Preferred Experience with WordPress or website management Familiarity with children's programming or family-centered environments Experience with volunteer coordination and community engagement.

Pay:

$22.00 - $25.00 per hour

Benefits:

Employee discount Flexible schedule

Work Location:

Hybrid remote in Framingham, MA 01702