Event Coordinator

Position Summary: Coordinate assigned events and serve as a primary client contact throughout the planning process. Work closely with the Event Sales Manager and operations team to deliver contracted services, clear schedules, accurate room arrangements, and approved special requests.

Key Responsibilities: Coordinate weddings, corporate meetings, private parties, and community gatherings. Confirm timelines, guest counts, room layouts, vendor arrangements, and special requests with clients. Review event agreements; communicate included services, deadlines, and approved changes. Maintain accurate event files, planning checklists, schedules, and event orders. Coordinate catering, bar, setup, audiovisual, and other service details with internal teams. Communicate vendor arrival times, setup requirements, and venue expectations. Lead planning meetings, walkthroughs, and final detail reviews as needed. Oversee day-of coordination, monitor timelines, and resolve concerns professionally. Confirm event spaces are prepared to the approved plan before guests arrive. Track outstanding client information and coordinate payment deadlines with the appropriate team. Obtain required approvals for changes and communicate updates to everyone involved. Gather post-event feedback; support venue tours, promotional events, and other assigned duties.

Qualifications: Experience in events, hospitality, customer service, or a related field preferred. Strong organization, attention to detail, professional communication, and follow-through are essential. Must be able to manage competing priorities, solve problems calmly, and work effectively with clients, vendors, and coworkers. Comfortable using email, calendars, spreadsheets, and event management software.

Schedule and Work Environment: Flexible availability, including evenings, weekends, and occasional holidays based on event needs. Work includes office tasks and active coordination throughout the venue, with periods of standing and walking. Essential functions may be performed with or without reasonable accommodation.

What Success Looks Like: Clients feel informed and supported. Event details are accurate and communicated on time. Teams arrive prepared, events run smoothly, and guests leave with a positive impression of ThrillHouse.