Venue Coordinator

The Venue Coordinator will manage, represent and sell the venue space to potential clients for events including but not limited to private parties, business meetings, weddings, receptions, etc. This position is very people oriented as it involves successful sales and communication with repeat vendors and external clients. An ideal candidate will display confidence while showing the venue space to potential clients and possess a thorough understanding of both the client and vendor needs and regulations.

Primary duties and responsibilities:

Lead sales efforts and work to ensure a steady stream of event business in the venue year-round.

Manage social media accounts on relevant platforms including but not limited to Instagram, Facebook, Pinterest, The Knot, etc.

Represent the venue on behalf of the owners and be readily available to answer any and all questions from various parties involved

Develop informational materials to market the venue to local businesses, vendors, event coordinators, and potential clients

Thorough understanding of all city and company rules regarding hosting events at the property

Draft and execute venue/vendor services agreements and share with both the client and accounting

Monitor project timelines to ensure deadlines are met on-time and client expectations are exceeded and lead timely and helpful communication with clients on all calls, in-person, and over email

Provide general venue support including but not limited to answering phones, scheduling appropriate maintenance, responding to emails, and preparation of venue/events-related materials

Manage events for the building owners and stakeholders by contracting and scheduling/managing vendors as well as overseeing the setup and cleanup for each event.

Maintain approval process for every client and event to ensure that each of the owners have approved the event and there are no conflicts

Keep an up-to-date calendar of events happening to share with all tenants of the building.

Setup and manage a weekly breakfast for the building tenants

Oversee any catering needs for lunches, meetings, or other activities within the office

Oversee setup of on-site facilities including public meeting spaces, lobby, parking lot, bathrooms, and kitchenette. This can also include uncovering all of the patio furniture prior to the event and recovering post event and also some cleanup of the space prior to rugs and furniture being returned to the space

Communicate and coordinate with our vendor partners throughout the planning process, answering venue related questions as needed

Provide quality control over projects, overall venue maintenance, venue setup, and oversee janitorial services

A successful venue coordinator will be:

Detail-oriented and highly capable of prioritizing tasks, working independently and handling multiple leads/projects at once

Able to take instruction well and always be a team player

Able to remain calm under pressure/tight deadlines and to maintain a positive attitude is a MUST

Willing to travel and work remotely at times, working evenings and weekends as required

Interested in and passionate about delivering exceptional customer service

Able to exert physical labor and event setup as required at times

Timely and display a sense of urgency when responding to new clients, existing clients and vendors

Knowledgeable in all aspects of client relations, project management, on-site events and execution

Mature, professional and display appropriate social intelligence

Able to effectively communicate across internal teams, clients, vendors and temporary field staff with exceptional written, oral and interpersonal communication skills

Requirements:

Professional appearance

Must possess a thorough understanding of venue and facility management, event creation, venue and service contracts, sales and client management, vendor relationships, as well as industry best practices

Experience with software such as Social Tables, Cvent, Eventbrite, InDesign, Microsoft Office Products (preferred)

Gritty, Problem Solver, Selfless, Hardworking, Professional, Precise,

Customer-Service Focused, Confident, Pro-Active, Results-Oriented