Event Venue Operations Coordinator

Job Overview

The Event Venue Operations Coordinator will be responsible for overseeing the day-to-day operations of the venue, ensuring smooth execution of events from start to finish. You will work closely with clients, vendors, and the internal team to ensure every event runs according to plan, with attention to detail and exceptional customer service. This is a hands-on position that requires strong organizational skills, problem-solving abilities, hospitality industry experience and a passion for event coordination.

Key Responsibilities

• Event Setup & Breakdown: Oversee the setup and breakdown of event spaces, ensuring that all event-specific requirements are met, including furniture, décor, lighting, AV equipment, and catering setup.
• Vendor Coordination: Act as the main point of contact for event vendors, ensuring timely arrivals, setup, and delivery of services such as catering, floral arrangements, entertainment, etc.
• Client Communication: Maintain clear communication with clients throughout the planning process to ensure their needs and expectations are met. Assist with venue tours, contract reviews, and event timelines.
• Team Leadership: Manage and coordinate staff during the week in preparation to events, including setting expectations and providing direction to ensure a smooth operation.
• Inventory Management: Maintain inventory of venue equipment, furniture, and supplies, ensuring everything is in good condition and properly stored. Report any necessary maintenance or repairs.
• Customer Service: Provide an exceptional experience for clients, guests, and vendors. Ensure that all client requests are fulfilled, and address any concerns promptly and professionally.

Qualifications

• Experience: Previous experience in event coordination, hospitality, or venue operations is required.
• Organizational Skills: Strong attention to detail, ability to multitask, and a proactive approach to problem-solving.
• Communication: Excellent verbal and written communication skills, with the ability to interact professionally with clients, vendors, and internal team members.
• Customer Service: A passion for delivering excellent customer service and creating a memorable experience for clients.
• Leadership: Ability to lead a team and manage staff.
• Technical Skills: Basic knowledge of AV equipment, event setups, and venue systems. Familiarity with event management software is a plus.

Personal Traits and Attributes:

• Professionalism: High level of professionalism when interacting with clients, vendors, and staff. You will often be representing the venue and its brand.
• Calm Under Pressure: The ability to stay composed and focused when things don’t go according to plan during high-stress events.
• Problem-Solving Mindset: Event managers must quickly assess problems and find solutions on the fly, from troubleshooting technical issues to managing unexpected client requests.
• Detail-Oriented: Attention to even the smallest details, as event success often lies in the flawless execution of every element.
• Positive Attitude: A positive, can-do attitude that helps create a fun and welcoming environment for both clients and the team.

Physical Requirements

• Ability to lift up to 25 lbs and assist with event setup and breakdown.
• Ability to stand or walk for extended periods during events.
• Comfortable working in fast-paced environments.