Venue Coordinator

Snake Oil Cocktail Company•San Diego, CA

22h•Onsite

About The Position

The Venue Sales Coordinator supports venue sales execution and event delivery by managing client onboarding, event documentation, logistics coordination, and on-site execution support. The role connects sales, operations, and venue execution, ensuring event details are accurate, clearly communicated, and delivered in accordance with client contracts and company standards. It is execution-focused, detail-intensive, and time-sensitive, requiring strong organization, professional client communication, and operational awareness. The position supports sales and client coordination; onboarding and event documentation; event planning and logistics; on-site operations; vendor and administrative coordination; cross-functional collaboration; venue and facility maintenance; inventory and supply management; and compliance and business administration. It is fully in person and combines office hours with event hours. Office hours are 9:00 a.m. to 5:30 p.m.; event hours may include days, nights, weekends, and holidays. The hourly position is expected to require 40 to 50 hours per week, with overtime scheduled according to the event calendar. Compensation is $20 to $28 per hour, commensurate with experience.

Requirements

At least 2 years of relevant experience in venue coordination, event planning, food and beverage, hospitality, or customer service.
Experience working in fast-paced, deadline-driven environments.
Intermediate proficiency with Google Workspace, Microsoft Word, Microsoft Excel, and accounts receivable processes.
Valid driver’s license and ability to pass a DMV background check.
Ability to pass a comprehensive background check.
RBS certification required.
Food Handler Card required.
OSHA aerial lift (scissor lift) certification required, with ability to operate an aerial lift (scissor lift).
Ability to stand, walk, bend, stoop, reach, and remain active for extended periods.
Ability to lift up to 50 pounds.
Availability for a combination of office and event hours, including nights, weekends, and holidays; expected 40 to 50 hours per week, with overtime as scheduled.
Legally authorized to work in the United States; proof of authorization is required upon hire.

Nice To Haves

Experience with TripleSeat, All Seated, Asana, or similar platforms preferred.
Catering or hospitality service experience strongly preferred.
Graphic design experience helpful but not required.

Responsibilities

Research and analyze event details to support successful execution.
Field initial venue and event inquiries and organize venue leads.
Support venue sales staff with proposal development, pricing coordination, and contract close support.
Identify upselling opportunities and assist with approved upsells.
Represent the venue at select industry networking and showcase events, help generate sales inquiries, and support lead capture systems.
Onboard new venue rental clients by processing contracts and creating event files, planning schedules, and payment timelines.
Maintain accurate client and catering records, event management systems, timelines, and accounts receivable tracking.
Schedule and coordinate client meetings, venue tours, tastings, and walkthroughs using Calendly and Google Workspace; conduct final walkthroughs with venue sales leadership.
Support event timelines and vendor run-of-show documentation; organize event binders, instructions, and materials.
Create, update, and distribute BEOs, including floor plans, timelines, vendor details, linen orders, security information, and inventory counts; upload final BEOs into Nowsta and other required systems.
Create and maintain event manager and staff binders; design and print specialty bar and vendor menus as needed.
Attend operations meetings and coordinate with Facilities, Event Operations, and management to ensure readiness.
Open and close the venue as scheduled, oversee vendor load-ins and load-outs, and attend events as required.
Provide floor support to bar and catering teams, including stepping into service roles when required; assist with setup, breakdown, and post-event cleanliness.
Monitor venue cleanliness, address issues or escalate them, and notify Facilities and Management about maintenance or repair needs.
Schedule security, update security timelines, coordinate security invoicing with Accounts Payable, maintain and order linens, and process linen invoices.
Assist with collecting vendor program contribution fees and with event invoicing and payment collection.
Take notes during meetings and trainings and distribute them as required.
Collaborate with Mixology and Cocktail teams on menu ingredients, descriptions, and pricing; coordinate with Event Operations and Facilities to keep event files current and accurate.
Support additional Snake Oil Cocktail Company activations, including Cocktail Graffiti, as assigned.
Coordinate routine cleaning, maintenance requests, and general venue readiness; communicate with maintenance vendors such as HVAC, plumbing, landscaping, and electrical providers.
Conduct pre- and post-event walkthroughs, report venue condition concerns or damages, document event-related damages, and communicate findings related to damage deposits and client follow-up.
Monitor venue spaces during events to maintain cleanliness, organization, and presentation standards; clean and prepare the venue as necessary.
Monitor inventory in restrooms, offices, storage rooms, and guest-facing spaces; restock and organize supplies for event readiness.
Coordinate day-of-event vendor, rental, linen, delivery, and specialty equipment logistics; check incoming deliveries and confirm event materials are placed and accounted for.
Communicate operational needs with staff, vendors, clients, and external partners; maintain organized records of permits, licenses, safety documentation, and operational files.
Facilitate communication among event staff, security, cleaning crews, and management; communicate venue policies and procedures and support adherence during events.
Assist management with operational audits, reporting, scheduling coordination, and general administrative support.