Venue Sales Coordinator

Snake Oil Cocktail Company•San Diego, CA

1d•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. This role serves as a critical bridge between sales, operations, and venue execution, ensuring that event details are accurate, communicated clearly, and delivered in alignment with client contracts and company standards. This position is execution focused, detail intensive, and time sensitive, requiring strong organizational discipline, professional client communication, and operational awareness.

Requirements

Minimum 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 with ability to pass DMV background check
Ability to pass comprehensive background check
RBS certification required
Food Handler Card required
OSHA aerial lift (scissor lift) certification required and ability to operate aerial lift (scissor lift)

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 efficiently
Support venue sales staff with proposal development, pricing coordination, and contract close support
Identify upselling opportunities and assist with execution of approved upsells
Represent the venue at select industry networking and showcase events
Help generate new sales inquiries and support lead capture systems
Onboard new venue rental clients, including contract processing, event file creation, planning schedules, and payment timelines
Maintain accurate client and catering records including contact information, menus, staffing, equipment, and event history
Maintain accuracy in event management systems, timelines, and accounts receivable tracking
Schedule and coordinate client meetings, venue tours, tastings, and walkthroughs using Calendly and Google Workspace
Set up and conduct final client walkthroughs in coordination with venue sales leadership
Support development of event timelines and vendor run of show documentation
Organize event logistics including binders, clipboards, staff instructions, and event 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 binders and staff binders for all venue events
Design and print specialty bar menus and vendor menus as required
Attend operations meetings and coordinate with Facilities, Event Operations, and management to ensure execution readiness
Open and close the venue as scheduled and oversee vendor load ins and load outs
Attend events as required based on department and event needs
Provide floor support to bar and catering teams as needed, including stepping into service roles when required
Assist with venue setup, breakdown, and post event cleanliness
Maintain awareness of venue cleanliness and address issues directly or escalate as needed
Notify Facilities and Management of maintenance or repair needs
Schedule security services, update security timelines, and coordinate security invoicing with Accounts Payable
Maintain and order venue linens and process linen invoicing
Assist with collecting vendor program contribution fees
Support event invoicing and payment collection processes
Take notes during meetings and trainings and distribute as required
Collaborate with Mixology and Cocktail teams on menu ingredients, descriptions, and pricing
Coordinate with Event Operations and Facilities to ensure event files are current and accurate
Support additional Snake Oil Cocktail Company activations including Cocktail Graffiti and other programs as assigned
Assist with daily facility upkeep by coordinating routine cleaning, maintenance requests, and general venue readiness.
Facilitate communication with maintenance vendors including HVAC, plumbing, landscaping, electrical, and repair providers.
Conduct pre- and post-event walkthroughs to check venue condition and report damages or maintenance concerns to management.
Assist with documenting event-related damages and communicating findings related to damage deposits and client follow-up.
Monitor venue spaces throughout events to ensure cleanliness, organization, and overall presentation standards are maintained.
Monitor inventory levels throughout the venue including restrooms, office areas, storage rooms, and guest-facing spaces.
Assist with restocking and organizing operational supplies to ensure event readiness.
Coordinate day-of-event logistics for vendors, rentals, linens, deliveries, and specialty equipment setup.
Check incoming deliveries and confirm event materials are properly placed and accounted for.
Support venue operations by communicating with staff, vendors, clients, and external partners regarding operational needs.
Assist in maintaining organized records of permits, licenses, safety documentation, and operational files.
Facilitate communication between event staff, security teams, cleaning crews, and management during event operations.
Ensure venue policies and operational procedures are communicated and followed throughout event execution.
Assist management with operational audits, reporting, scheduling coordination, and general administrative support