Venue Coordinator

Envoy•Orlando, FL

3d•Onsite

About The Position

The Venue Coordinator manages the logistical, operational, and hospitality aspects of Pioneers events (services, conferences, weddings, etc.) to support the ministry's mission. This role also involves understanding the sale, communication, and execution of hosting external events at Pioneers. The coordinator oversees venue upkeep, coordinates AV/layout, gathers team members as needed for assistance, and ensures a welcoming, organized atmosphere. This position requires a servant-leadership approach and dives into the details of serving others through best practices in hospitality. If you have a passion for event planning, an intrapreneurial spirit, and strive to exceed customer expectations, this is the role for you.

Requirements

Committed to global missions and overall vision of Pioneers.
Must practice and support the relevant elements of the US Mobilization Base Manual.
Mission-Minded: Alignment with the ministry's vision and ability to exhibit a spirit of hospitality.
2+ years of relevant event or venue operations experience required.
Strong organization, communication, and problem-solving skills.
Familiarity in A/V setups and facility maintenance.
Some relevant experience using social media.
Experience with Canva or content creation.
Based in Orlando, FL.
Ability to work occasional weekends and evenings.
You Have a Personal Relationship with Christ: Spiritual maturity and desire to deepen your relationship with God.
You’re Excited to Serve with Pioneers: Willing to reflect Pioneers' Statement of Faith and Core Values.
You Have a Heart to Serve in the Hospitality World.
You Strive to Go Above and Beyond: Ability to see needs and anticipate needs of those we work with and serve.
You’re a Go Getter: Ability to start projects, take charge, make decisions and work within deadlines.
You Love to Learn: Teachable, wanting to grow professionally and personally and not afraid to ask questions.
You Have a Strong Sense of Professionalism: Strong administrative skills and handles confidential information well.
You Celebrate Differences: A humble heart to learn and relate to people in an ethnically diverse world.
You Like to Have Fun.
Smiling Is Your Favorite!

Nice To Haves

Bachelor's degree preferred.

Responsibilities

Actively recruit group business through networking, outreach, and relationship building.
Conduct Pioneers site visits with prospective clients.
Develop and maintain strong client relationships to secure repeat business and referrals.
Coordinate and execute Pioneers-wide events, workshops, and ministry initiatives, including scheduling, room setups, catering, and technology needs.
Work with clients to gather event requirements and ensure all details are clearly documented.
Create and manage event contracts, timelines, and schedules.
Serve as the primary point of contact for clients throughout the planning process.
Partner with the Culinary team to design menus and coordinate event setups.
Ensure all event details, including food, beverage, and room arrangements, are accurately communicated to all necessary Operations teams (Culinary, Housekeeping, Hospitality, etc.).
Attend pre-event logistics meetings to ensure alignment with all departments.
Serve as the on-site point of contact, ensuring attendees feel welcomed and addressing needs promptly.
Oversee the on-site execution of events to ensure everything runs smoothly.
Troubleshoot any issues during the event and ensure client satisfaction.
Lead post-event debriefs to identify opportunities for improvement.
Provide guests and team members with professional, efficient, courteous, and genuine hospitality.
Anticipate guest needs and offer services prior to the guest asking.
Establish and maintain strong professional relationships with clients through effective and timely communication.
Manage guest concerns appropriately and resolve issues to their satisfaction while keeping business objectives in mind.
Prepare and review event billing to ensure accuracy.
Communicate billing details to clients and address any inquiries.
Ensure timely closure of all financial aspects related to events.
Learn and utilize the systems and reporting tools used by the Hospitality department.
Manage the Hospitality master event calendar, update CRM systems, and liaise with Pioneers staff and external vendors.
Maintain detailed records of all events, including client communication and feedback.
Stay updated on current trends for events and share insights with the Hospitality team to elevate client experiences.
Create and modify content for digital signage.
Create and update social media content.
Create analytics on space utilization and evaluate our social media outlets & marketing efforts to increase the exposure of renting our conference center spaces.
Innovate and identify ROI scenarios for use and rental of our LED Poster and digital signage options.
Participate in bi-weekly Hospitality Team and 1:1 meetings.