Venue Coordinator

People Inc•New York, NY

1d•Onsite

About The Position

The Venue Coordinator is responsible for supporting the day-to-day operations of the event venue, ensuring the seamless execution of all events, and delivering an exceptional client experience. In partnership with the Venue Manager, this role helps plan, coordinate, and execute all external events hosted within our office event center. This position serves a key point of contact for clients throughout the event lifecycle, from initial planning through onsite execution by coordinating with clients, vendors, and internal teams to deliver successful events while maintaining the venue's standards and reputation. The ideal candidate is highly organized, detail oriented, solutions-driven, and thrives in a fast-paced environment managing multiple priorities simultaneously. This position is a fully in-office role due to the nature of the work being done. People Inc. is seeking a highly organized Venue Coordinator to support our event space. The ideal candidate is a proactive individual with strong communication skills and a passion for hospitality and event production. The Venue Coordinator will oversee the venue spaces and overall venue operations related to events, including event coordination, staff supervision, customer relations, and facility maintenance. This role will oversee a wide range of events from business luncheons to corporate conferences, panels discussions, receptions and everything in between, as our space offers clients a variety of spaces and unique experiences. This role reports directly to the Venue Manager.

Requirements

Minimum 2 years in event coordination, venue management, hospitality, or a similar role.
Strong organizational and multitasking skills.
Excellent interpersonal and communication abilities.
Creative problem-solving skills and attention to detail.
Ability to work under pressure and meet tight deadlines.
Comfortable with flexible working during events including working outside of normal office hours, early mornings and late nights will be required.
Ability to stand for long periods of time.

Nice To Haves

Bachelor’s degree in Event Management, Hospitality, Business Administration, or a related field.
Proficiency in event management software and project management tools (i.e. Google Suite, TripleSeat, EventUp, Cvent, etc..).
Experience in leveraging social media and marketing platforms.

Responsibilities

Coordinate and execute events from initial planning through post-event wrap-up.
Collaborate with clients to understand their event requirements and provide personalized service.
Develop detailed event timelines, floor plans, room configurations, AV setups, and catering support.
Prepare event documentation and internal communication to ensure successful execution and seamless coordination with internal teams.
Serve as onsite venue lead during events to ensure smooth execution and client satisfaction.
Monitor event timelines and ensure adherence to schedules.
Oversee load-in, setup, event flow, breakdown, and load-out logistics.
Enforce building capacity limits, noise restrictions, security protocols, and safety procedures.
Troubleshoot requests and emergencies that may arise during events.
Conduct pre- and post-event walkthroughs to address any issues.
Conduct venue tours and on-site client walkthroughs.
Maintain clear, timely communication with clients throughout the planning process.
Communicate venue policies, procedures, venue packages and pricing.
Address client requests and concerns promptly and professionally.
Provide excellent customer service and build strong client relationships to encourage repeat business.
Liaise with vendors and service providers to ensure timely delivery of goods and services including catering, AV technicians, florals, and production teams.
Ensure vendor compliance with building rules and venue operational procedures.
Prospect new clients by engaging with local businesses and agencies.
Assist in marketing our venue through various channels, including social media, email, and online platforms.
Develop and implement marketing strategies to increase venue visibility.
Attend networking and industry events to expand business opportunities.
Maintain accurate records of bookings, contracts, and payments.
Track event invoices, reports, and documentation to support budget monitoring and expense tracking.
Identify opportunities for operational efficiencies and cost savings.