Senior Event Coordinator

San Mateo County Event Center•San Mateo, CA

1d•$36 - $40•Onsite

About The Position

The Senior Event Coordinator is a highly skilled event management professional responsible for planning, coordinating, and executing a diverse portfolio of events ranging from small meetings and community gatherings to large-scale, complex trade shows, festivals, consumer shows, sporting events, corporate functions, and the annual San Mateo County Fair. This is a fast-paced, customer-focused position requiring exceptional organizational skills, sound judgment, attention to detail, and the ability to manage multiple priorities simultaneously while maintaining the highest level of customer service. The Senior Event Coordinator serves as the primary liaison for assigned events and works collaboratively with clients, contractors, vendors, public safety agencies, and internal departments to ensure seamless execution from move-in through move-out. Under the direction of the Event Services Manager, this position also provides day-to-day leadership and oversight of As-Needed Event Coordinators and Event Staff, assisting with scheduling, training, mentoring, and ensuring consistent delivery of exceptional customer service and operational excellence. Success in this position requires professionalism, teamwork, flexibility, strong communication skills, and the ability to remain calm and decisive while managing changing event conditions.

Requirements

Five (5) or more years of progressively responsible experience in event management, convention centers, fairgrounds, arenas, hotels, or similar public assembly facilities.
Experience managing complex, multi-day events involving multiple stakeholders.
Experience leading or mentoring event staff.
Excellent customer service and relationship management skills.
Exceptional organizational skills with outstanding attention to detail.
Demonstrated ability to manage multiple projects simultaneously in a fast-paced environment.
Excellent written and verbal communication skills.
Strong problem-solving and conflict resolution abilities.
Working knowledge of: Event management practices, Fire and life safety requirements, ADA regulations, Crowd management, Incident command principles, Public assembly operations.
Strong computer proficiency including Microsoft Office Suite and event management software.
Ability to learn new software systems quickly.
Outstanding customer service skills
Exceptional attention to detail
Strong organizational and planning abilities
Ability to prioritize multiple competing deadlines
Excellent interpersonal communication
Professional judgment and decision-making
Leadership through collaboration
Ability to thrive in a fast-paced, constantly changing environment
Strong work ethic and positive attitude
Ability to work independently while contributing to a team-oriented culture
Willing and able to work extended and irregular hours, including evenings, weekends, and holidays, as required.

Nice To Haves

Bilingual Spanish is not required but desirable.

Responsibilities

Plan, coordinate, and execute a wide variety of events ranging from small meetings to large, complex, multi-day events.
Serve as the primary Event Coordinator and client representative throughout all phases of assigned events.
Conduct client meetings, site visits, production meetings, and pre-event planning sessions.
Develop detailed event plans, service orders, event timelines, and operational schedules.
Coordinate facility requirements including room configurations, utilities, security, parking, housekeeping, public safety, food and beverage operations, and contractor services.
Monitor event activities to ensure contract compliance and outstanding customer satisfaction.
Resolve operational issues quickly and professionally while maintaining excellent client relationships.
Track all event expenses, labor, equipment rentals, and billable services for final event reconciliation.
Assist the Event Services Manager in coordinating daily operations of the Event Services Department.
Help coordinate staffing assignments and ensure proper event coverage.
Promote teamwork and collaboration among departments to ensure exceptional client service.
Assist with training, mentoring, and onboarding of new event staff.
Provide day-to-day leadership, guidance, and direction to As-Needed Event Coordinators and Event Staff.
Deliver exceptional customer service while maintaining positive relationships with clients, exhibitors, vendors, promoters, and guests.
Anticipate client needs and proactively identify solutions.
Represent the San Mateo County Event Center with professionalism and integrity at all times.
Coordinate with Facilities, Operations, Public Safety, Culinary Services, Marketing and Administrative staff to ensure successful event execution.
Coordinate with contracted security personnel and law enforcement agencies as necessary.
Ensure compliance with fire codes, ADA requirements, health regulations and facility policies.
Maintain accurate documentation including event reports, damage reports, incident reports and after-action summaries.
Assist the Event Services Manager during emergency activations, shelter operations, and resiliency events.
Support emergency operations including scheduling staff, coordinating logistics and documenting operational costs.
Participate in emergency preparedness training and exercises.
Serve in a leadership role during the annual San Mateo County Fair.
Coordinate assigned operational areas and supervise event activities during Fair operations.
Perform other duties as assigned.