Event Coordinator

Events Coordinator

Location: Hidden Creek: 215 Chris Cuny PKWY Heath TX 75032
Employment Type: Full-Time including weekends and some evenings

Position Overview:

We are seeking a highly organized, client-focused, and energetic Events Coordinator to join our dynamic team. This individual will be responsible for facilitating the day-to-day operations of the venue, ensuring exceptional client experiences, coordinating event details, managing communication, and supporting both the Venue Manager and clients. The ideal candidate should be proactive, efficient, and comfortable working in a fast-paced environment with a passion for event planning and customer service.

Primary Responsibilities:

Client Communication & Sales:

• Conduct venue tours
• Respond promptly and professionally to emails including pricing inquiries, client questions, vendor guidance, payment reminder, etc.
• Handle an abundant amount of emails on a daily basis
• Manage brochure downloads, inquiry templates, and follow-up communications.
• Return voicemails from vendors and clients, ensuring timely responses.
• Facilitate client communication
• Send tour confirmation emails and text messages

General Office Tasks:

• Monitor email inboxes and stay updated on tasks, ensuring timely responses.
• Handle vendor communication and emails.
• Answer incoming phone calls with a friendly and helpful demeanor.
• Manage the physical mailbox and other miscellaneous tasks as assigned by the Venue Manager.
• Organize and maintain linen and AV rooms, ensuring they are stocked and orderly.
• Keep and update the monthly Events Calendar and paper Event Calendar.
• Handle Honeybook pipeline and task management, including asking for reviews post-event.
• Maintain Excel document for catering contracts, updating weekly.
• Update the iPad with event pictures and ensure it remains current.
• Order linen and event rentals

Event Day Tasks:

• Oversee vendor and client set-up.
• Ensure vendor and client compliance with venue policies and guidelines.
• Maintain cleanliness of facility grounds during event.
• Provide the end of night cleaning crew with the event floor plan and important details.
• Post quality photos of events on social media.
• Adjust lighting, air temperature, and assist with in-house AV during events.
• Check restrooms and replenish supplies as needed.
• Be available for client and vendor needs during the event, ensuring smooth operations.
• Oversee and direct Event Assistants during event days, ensuring they follow the event checklist.

Event Coordination:

• Manage all linen orders, check linens in upon arrival, and submit linen counts weekly.
• Coordinate event rentals and confirm vendor details, including arrival times and setup requirements.
• Ensure all vendor COIs are submitted
• Send Temporary Catering Agreements to outside caterers and manage COI collection.
• Maintain and organize client event folders, ensuring all details are accurate and up-to-date.

Client Correspondence:

• Send out layout invitations to all bookings within four months of their event.
• Send reminders for final walkthroughs approximately 45 days prior to the event.
• Confirm upcoming client appointments (meetings, photoshoots, etc.) on the calendar.
• Run final walkthrough appointments with clients and ensure all details are confirmed.

Miscellaneous:

• Assist with planning and coordinating Open Houses, marketing events, and other venue promotions.
• Report any issues, unusual occurrences, or potential problems to the Venue Manager and Owners.

Qualifications:

• Proven experience in event coordination, customer service, or hospitality.
• Excellent organizational skills with attention to detail.
• Strong written and verbal communication skills.
• Comfortable with technology, and basic office software (Excel, Word).
• Ability to multitask and manage multiple projects simultaneously.
• Positive, friendly, and professional demeanor with a focus on client satisfaction.
• Ability to work independently as well as part of a team.
• Experience in a fast-paced environment, with the ability to remain calm under pressure.

Preferred Qualifications:

• Experience in event planning or coordination within the wedding or venue industry.
• Experience in a sales role
• Familiarity with the Honeybook platform is a plus.
• Previous experience working with vendors and handling event logistics.

Hours:

The work schedule will vary from week to week based on the event calendar. Typical office hours are as follows:

• Tuesday: 10:00 AM – 6:00 PM
• Wednesday: 10:00 AM – 6:00 PM
• Thursday: 10:00 AM – 6:00 PM
• Friday: 12:00 PM – 8:00 PM
• Saturday: 9:30 AM – 5:30 PM (1-2 Saturdays per month off)
• Sunday: Closed, unless there is an event
• Monday: Closed, unless there is an event

Please note that this schedule is subject to change based on event requirements. Some Saturdays may require extended hours, and occasional evening shifts may be necessary.

Compensation & Benefits:

• Salary plus commission and bonus structure pay. Salary of $47,500 plus $100 commission per booking acquired and a $200 quarterly bonus upon meeting goals.
• Heath and dental insurance provided

If this sounds like a good fit for you, we would love to chat!

Job Type: Full-time

Pay: $47,500.00 - $75,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off

Schedule:

• 8 hour shift
• Evenings as needed
• Extended hours
• Rotating weekends
• Weekends as needed

Experience:

• Event planning: 1 year (Preferred)
• Sales: 1 year (Preferred)

Ability to Commute:

• Heath, TX 75032 (Required)

Work Location: In person

Salary : $47,500 - $75,000