Ideal Candidate
The ideal Venue Coordinator is a confident leader who can take ownership of an event day and ensure operations run smoothly. They are comfortable giving direction, enforcing venue expectations, and making decisions when needed. This person remains calm under pressure, communicates effectively with vendors and staff, and takes pride in representing the venue while delivering an exceptional experience for every client and guest.
Schedule & Availability
- This position consists primarily of 12-hour to 16-hour event-day shifts.
- Availability on nearly every Friday and Saturday is required year-round, as these are our busiest event days.
- This role requires working evenings, with shifts regularly extending until midnight, depending on the event schedule.
- Availability on holidays is required when events are scheduled.
- Additional weekday shifts may be available based on venue needs and event bookings.
Qualifications and Skills
- Strong leadership skills with the ability to confidently take charge and direct event operations.
- Ability to communicate clearly, professionally, and respectfully while setting expectations with clients, vendors, and event staff.
- Comfortable making decisions in a fast-paced environment and addressing issues as they arise.
- Ability to be direct and provide clear direction while maintaining a positive and professional attitude.
- Strong attention to detail with the ability to manage multiple moving parts at once.
- Ability to lead vendor communication, enforce venue policies, and ensure event standards are maintained throughout the day.
- Must be proactive, dependable, and comfortable taking ownership of the event experience from setup through close.
Additional Responsibilities
- Remain on your feet for the majority of each shift, often for up to 12 hours.
- Serve as the primary venue representative throughout the event day.
- Ensure venue policies, procedures, and timelines are followed by all vendors during load-in, event operations, and load-out.
- Coordinate vendor access, loading areas, and building use to protect the venue and maintain an efficient event flow.
- Serve as the primary point of contact between the venue and the Notch 8 catering and bar service teams to ensure food and beverage service aligns with the event timeline.
- Communicate regularly with catering, bar staff, planners, vendors, and venue management throughout the event to ensure seamless execution.
- Monitor venue spaces throughout the event to maintain cleanliness, safety, and presentation standards.
- Assist with venue transitions, troubleshoot operational issues, and provide solutions while maintaining a calm, professional demeanor.
- Ensure the venue is secured, cleaned according to venue standards, and properly closed at the conclusion of each event.
Physical Requirements
- Ability to stand and walk for the entirety of a 12-hour shift.
- Ability to lift and carry up to 40 pounds.
- Ability to navigate multiple venue spaces, stairs, and outdoor areas throughout the event day.
- Ability to work in a fast-paced environment while maintaining attention to detail and a high level of professionalism.
Day-to-Day Duties
- Serve as the on-site leader and primary point of contact for the venue during weddings and events.
- Complete pre-event walkthroughs to ensure all spaces are clean, organized, and prepared according to venue standards.
- Open venue spaces and prepare buildings for vendor arrival and guest access.
- Assist the catering and bar service teams with event setup to ensure service areas, equipment, and spaces are prepared according to event needs.
- Manage vendor load-in and load-out, ensuring all vendors follow venue procedures, timelines, designated access points, and property guidelines.
- Provide clear direction to vendors, staff, and event partners to maintain an efficient event flow.
- Act as the venue representative throughout the event, confidently enforcing venue policies and expectations.
- Communicate with the catering and bar service teams to ensure food and beverage service aligns with the event timeline.
- Coordinate with planners, photographers, DJs, rental companies, and other vendors throughout the day.
- Monitor ceremony, cocktail hour, reception, and event transitions to ensure everything stays on schedule.
- Assist with venue resets and operational changes as needed.
- Address guest, vendor, and operational concerns professionally and efficiently.
- Maintain the appearance, safety, and integrity of the venue throughout the event.
- Ensure all vendors complete breakdown and cleanup according to venue expectations.
- Complete end-of-night closing procedures, including final walkthroughs and securing the venue.
- Provide an end-of-night event recap to venue management outlining event details, vendor notes, operational updates, and any issues or follow-up items.
- Remain on your feet and actively engaged throughout the entire event shift, which may last up to 12 hours.
Pay: $25.00 - $30.00 per hour
Work Location: In person
