Position Overview
The Venue Event Coordinator is responsible for overseeing the execution of events at Akadia Event Center and serving as the primary on-site point of contact for clients, vendors, and event staff.
This position works closely with clients, event planners, vendors, caterers, DJs, photographers, decorators, and the Akadia team to ensure that all event details are properly communicated, scheduled, and executed according to the client's contract and venue policies.
The ideal candidate is highly organized, calm under pressure, detail-oriented, professional, and passionate about creating exceptional event experiences.
Key ResponsibilitiesEvent Coordination
- Serve as the primary on-site Akadia representative during assigned events.
- Review event contracts, timelines, floor plans, vendor information, and client requirements before each event.
- Conduct pre-event walkthroughs with clients and/or event planners.
- Confirm that event details are accurately executed according to the signed contract.
- Coordinate event setup, event operations, and breakdown.
- Monitor the event timeline and help ensure activities remain on schedule.
- Coordinate transitions between ceremony, cocktail hour, reception, and other portions of the event.
- Assist with venue access, guest arrival, vendor load-in, and vendor load-out.
- Ensure all venue spaces are properly prepared before guests arrive.
- Conduct post-event walkthroughs and document any damages, missing items, or issues.
Client Experience
- Build positive and professional relationships with clients throughout the planning process.
- Serve as a reliable point of contact for venue-related questions.
- Communicate venue policies, procedures, timelines, and requirements clearly.
- Assist clients in understanding venue operations and included amenities.
- Maintain a calm, professional, and solution-oriented attitude throughout the event.
- Anticipate client needs and proactively address potential issues.
- Help create a welcoming and elevated experience for clients and their guests.
Vendor Coordination
- Communicate with approved and contracted vendors regarding venue policies and event logistics.
- Confirm vendor arrival times, load-in procedures, setup locations, and departure requirements.
- Ensure vendors comply with Akadia's venue policies and contractual requirements.
- Coordinate with caterers, bartenders, DJs, bands, decorators, florists, photographers, videographers, rental companies, and planners.
- Verify that required documentation, including certificates of insurance when applicable, has been submitted before the event.
- Assist vendors with venue-related questions while maintaining appropriate boundaries regarding their contracted services.
- Address operational issues with vendors professionally and escalate concerns to management when necessary.
Venue Operations
- Complete opening and closing procedures for assigned events.
- Conduct pre-event inspections of the ballroom, chapel, bridal suite, groom's suite, lounge, terrace, restrooms, parking areas, and other venue spaces.
- Ensure tables, chairs, linens, and other included furnishings are properly arranged according to the approved floor plan.
- Monitor cleanliness and presentation throughout the event.
- Coordinate with venue staff, security, valet, cleaning personnel, and other operational teams.
- Monitor guest flow and venue access.
- Ensure restricted areas remain secure and accessible only to authorized personnel.
- Report maintenance, safety, or facility concerns to management immediately.
- Ensure the venue is returned to the required condition following each event.
Safety & Compliance
- Ensure clients and vendors follow Akadia Event Center policies and procedures.
- Monitor compliance with venue rules regarding alcohol, catering, décor, candles, amplified music, capacity, and other applicable requirements.
- Coordinate with security personnel when necessary.
- Respond appropriately to emergencies and notify management and emergency personnel when required.
- Report accidents, injuries, property damage, or significant incidents immediately.
- Maintain awareness of guest safety throughout the event.
Administrative Responsibilities
- Maintain accurate event files and documentation.
- Review contracts and event details prior to each event.
- Update event notes and internal systems with important changes.
- Complete event checklists and post-event reports.
- Document damages, incidents, client concerns, and vendor issues.
- Assist with collecting required vendor documentation.
- Communicate event updates to management and relevant departments.
- Ensure all final event details are documented before the event date.
Communication & Team Collaboration
The Venue Event Coordinator will work closely with:
- Sales Manager
- Marketing Manager
- General Manager
- Event planners and coordinators
- Catering teams
- Bar staff
- Security
- Valet
- Cleaning staff
- Preferred vendors
- Outside vendors
- Clients and their families
Strong communication between departments is essential to ensure a seamless transition from booking → planning → event execution.
Qualifications
- 2+ years of experience in event coordination, hospitality, venue operations, wedding planning, or a related field preferred.
- Strong organizational and time-management skills.
- Excellent verbal and written communication.
- Ability to multitask in a fast-paced environment.
- Strong attention to detail.
- Professional appearance and demeanor.
- Ability to remain calm and professional under pressure.
- Strong problem-solving and conflict-resolution skills.
- Comfortable working with clients, vendors, and large groups of people.
- Ability to understand and follow contracts, floor plans, timelines, and venue policies.
- Proficiency with email, Microsoft Office/Google Workspace, and event or CRM software.
- Bilingual in English and Spanish is preferred.
Preferred Experience
- Wedding or event venue experience.
- Experience coordinating weddings or large-scale social events.
- Experience working with Houston-area event vendors.
- Knowledge of event timelines and wedding traditions.
- Experience with floor plans and event layouts.
- Experience coordinating vendor load-in/load-out.
- Experience working with catering and bar teams.
- Experience managing events with 100+ guests.
- CPR/First Aid certification is a plus.
Schedule & Availability
Because events frequently take place outside traditional business hours, this position requires flexibility to work:
- Evenings
- Fridays
- Saturdays
- Sundays
- Holidays when events are scheduled
- Occasional rehearsals and client walkthroughs
- Event setup and breakdown periods
Weekend availability is required.
Event schedules may vary depending on the venue's booking calendar.
Pay: From $45,000.00 per year
Benefits:
- Flexible schedule
- Health insurance
Work Location: In person
