Event Operations Coordinator

Whalar Group•New York, NY

30d•$30 - $35•Onsite

About The Position

In this role, you will support both the Events Manager and Hospitality Operations Manager in planning, coordinating, and executing events across our Brooklyn campus. You’ll combine administrative precision with on-site leadership, ensuring every event, from intimate member gatherings to large-scale productions, runs seamlessly. You will collaborate closely with catering partners, vendors, and cross-campus teams to uphold an exceptional guest experience. Successful candidates will be organized, proactive, and excited to help bring creative programming and hospitality to life.

Requirements

2–4 years of experience in events, hospitality, production support, or operations.
Strong communication skills with a calm, professional, guest-first presence.
Comfortable using CRM tools, scheduling platforms, and basic spreadsheets.
Highly organized, adaptable, and confident managing multiple priorities in a fast-paced environment.
A hospitality-driven mindset—anticipating needs and taking proactive initiative.
Collaborative, reliable, and eager to support cross-functional teams.
Curious, open to feedback, and excited to learn new workflows.
Ability to lift up to 25 lbs.
Frequent standing, walking, and movement across campus buildings.
Flexibility to work early mornings, evenings, and weekends based on event schedules.
Primarily onsite role with active involvement in event spaces.

Nice To Haves

Experience coordinating vendors, catering, or facility operations is a plus.

Responsibilities

Maintain detailed event sheets, timelines, checklists, and communication documents.
Assist with event inquiries, scheduling, and walkthrough coordination.
Prepare catering, rental, AV, and supply orders, tracking deliveries and invoices.
Keep Events Manager updated on changes, vendor confirmations, and operational needs.
Manage internal calendars and share event impact notifications with campus teams.
Coordinate catering orders including guest counts, dietary needs, timing, and setup.
Partner with Café, Reception, Campus Support, Maintenance, and AV teams to prep spaces.
Assist with event setup including signage, materials distribution, staging, and light décor.
Welcome and check in vendors, escort them, and ensure adherence to campus guidelines.
Serve as on-site floor lead, ensuring smooth communication across departments.
Monitor guest flow, check-in processes, and run-of-show adjustments.
Identify and troubleshoot issues quickly, escalating when needed.
Support opening and closing procedures for all event spaces.
Partner with Campus Support to maintain shared areas during high-traffic periods.
Assist in transitioning spaces between programs and activations.
Work with Café and Bar teams on beverage service and restocking.
Support Reception during VIP arrivals and guest coordination.