Futures Film and Events Coordinator

Futures Explored has been supporting adults with intellectual and developmental disabilities for over 60 years. We are seeking a highly organized and people-oriented Futures Film and Events Coordinator to oversee both our Futures Films production operations and R Street facility rentals. This is a key position that bridges client-facing communication, internal project coordination, and smooth facility management.

Think you've got what it takes? Join our team!

Key ResponsibilitiesVideo Production & Operations:

Assist with marketing Futures Films
Assist with creation of contracts and manage contract delivery and implementation
Coordinate all aspects of video shoots, including scheduling crew, booking interviewees, and managing shoot logistics
Track project timelines, deliverables, and milestones using project management tools (e.g., Airtable, Asana, Trello, or similar)
Monitor team bandwidth and flag scheduling or resource conflicts
Manage basic budgeting tasks: track expenses, handle vendor/crew invoices, assist with client invoicing and tracking payments
Maintain clear, timely communication between clients and creative team throughout production cycles
Supervision of film crew including scheduling, timecard oversight, training and mentoring, engaging of Director or Coordinator for disciplinary action.

Facility Rental & Events Management

Create and distribute marketing materials for rental and event spaces
Serve as the main point of contact for individuals or groups interested in renting the facility.
Manage the facility’s booking calendar,
Manage rental agreements and enforce use policies including ensuring all contract agreements are upheld by both parties.
Conduct tours of the space and respond promptly to rental inquiries via email or phone
Negotiate contracts with potential renters with oversight from Director or Senior Director.
Track rental invoicing and payments
Coordinate logistics with renters (room setup, AV needs, signage, access instructions, etc.)
Schedule and oversee event crew for cleaning, setup, and breakdown
Ensure the facility is ready before each rental and properly closed down afterward
Maintain accurate records of bookings, usage logs, and rental invoices
Help enforce facility rules to ensure safety and appropriate use of the space
Identify and communicate scheduling conflicts or operational issues proactively
Supervision of event crew including scheduling, timecard oversight, training and mentoring, engaging of Director for disciplinary action.

Qualifications

2+ years experience in project management, video production coordination, event or facility management, or a related field
Excellent organizational skills with the ability to manage multiple tasks and timelines
Strong interpersonal and customer service skills; comfortable communicating with diverse stakeholders
Experience with invoicing, scheduling, and basic financial tracking
Technologically confident – comfortable using Google Workspace, shared calendars, spreadsheets, and project tools
Able to work independently, think proactively, and solve problems as they arise
Willingness to work flexible hours, including some evenings or weekends depending on rentals
Possess a valid CA driver’s license, insurable driving record, and evidence of auto insurance.
Open to work in the evenings and weekends for participant support, meetings, and community events – if needed.
Knowledgeable of computers and software use, MS Office (Word, Excel, Outlook) and G Suite Workplace.
LiveScan criminal record clearance (or exemption) prior to start date.
Health Screening and TB Test clearance prior to start date.
Sufficient physical stamina and ability to meet the physical requirements necessary to perform assigned duties safely and effectively.

Great if you have:

Knowledgeable of Lanterman Act regulations, Regional Center guidelines, and State of California Licensing regulations.
Certified in First Aid/CPR/AED by a qualified instructor.

Know more about us.

Visit our website : https://www.futures-explored.org/

Futures-Explored is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

Job Type: Full-time

Pay: $73,978.80 per year

Benefits:

Dental insurance
Employee assistance program
Health insurance
Paid time off
Referral program
Retirement plan
Vision insurance

Work Location: In person