VEGAs Event Group is a top-rated Audio Visual, Entertainment, and Event Production company serving weddings, corporate events, galas, meetings, private events, and immersive experiences throughout Central Texas.
We are seeking a highly organized and detail-driven Event Readiness Coordinator / Event Project Manager to help manage confirmed events from booking handoff through event readiness.
This is not a remote position. This is an in-office event operations role for someone who can manage multiple event details at once, communicate clearly, stay organized under pressure, and make sure every event is properly documented, prepared, and ready before event day.
Position Overview
The Event Readiness Coordinator / Event Project Manager is responsible for coordinating the pre-event readiness process so events are organized, documented, communicated, and prepared before execution.
This role serves as a key communication point between clients, internal team members, technicians, warehouse staff, entertainers, vendors, and ownership.
This position does not require being the lead AV technician. However, it does require the ability to collect, organize, document, and communicate event details, production needs, timelines, layouts, staff assignments, and readiness information provided by clients, sales, production leads, and technical team members.
The ideal candidate is highly organized, resourceful, detail-driven, comfortable with deadlines, and able to follow up consistently without being reminded.
Key Responsibilities
- Manage multiple confirmed events at the same time from booking handoff through event readiness
- Communicate with clients to gather final details, timelines, notes, and special requests
- Confirm event details, vendor needs, staff needs, entertainers, production needs, and client expectations before event day
- Serve as the primary coordination point between clients, internal teams, technicians, warehouse staff, entertainers, vendors, and ownership
- Prepare and maintain event folders, event notes, timelines, layouts, staff call sheets, and readiness documents
- Create and distribute event notes, run-of-show documents, staff instructions, layouts, maps, and production packet information
- Track last-minute changes and make sure updates are documented and communicated to the correct team members
- Monitor event readiness milestones, identify missing information, and escalate concerns when needed
- Work with the AV Operations & Technical Production Manager, warehouse team, sales team, and ownership to make sure event information is complete
- Coordinate outsourced vendors and confirm vendor details before event day
- Help maintain and improve event readiness SOPs, checklists, templates, and internal systems
- Make sure staff and technicians have complete, accurate event information before arriving onsite
- Help reduce event-day issues caused by missing details, poor communication, or incomplete preparation
This Role Is For Someone Who
- Is extremely organized and detail-driven
- Can manage several events at once without losing track of details
- Follows up without being reminded
- Communicates clearly, professionally, and consistently
- Is comfortable working with clients, vendors, technicians, entertainers, warehouse staff, and ownership
- Understands checklists, systems, deadlines, and accountability
- Can create order in a fast-paced and evolving environment
- Can identify missing details before they become event-day problems
- Can stay calm under pressure and solve problems quickly
- Takes ownership when details are unclear or incomplete
- Is comfortable working in person in a team-driven office environment
Required Experience and Skills
- Minimum 2+ years of experience in event coordination, event planning, event operations, project coordination, hospitality, venue operations, catering operations, or production coordination
- Strong customer service and phone communication skills
- Strong written communication and email follow-up skills
- Strong organizational and time management skills
- Ability to manage multiple priorities and deadlines at once
- Experience maintaining event files, schedules, checklists, timelines, and notes
- Proficiency with Google Drive, Google Docs, Google Sheets, Google Calendar, Microsoft Word, Excel, and email systems
- Valid driver’s license and reliable transportation
- Professional appearance, dependable attendance, and strong follow-through
Preferred Experience
- 3+ years of event coordination, event management, event planning, or event operations experience
- Experience with weddings, corporate events, galas, venues, meetings, AV production, entertainment, catering, or hospitality
- Familiarity with San Antonio venues and local vendor relationships
- Experience using CRM, event planning, or project management systems such as HoneyBook, Salesforce, HubSpot, 17Hats, Monday.com, Asana, or similar platforms
- Experience coordinating technicians, warehouse teams, entertainers, DJs, AV staff, vendors, or event crews
- Experience creating event timelines, layouts, staff schedules, production notes, or event packets
- Comfortable helping improve SOPs, checklists, templates, and internal processes
Schedule
This is an in-person position based in San Antonio, TX.
Standard schedule:
- Monday: 10:00 AM – 6:00 PM
- Tuesday: 10:00 AM – 6:00 PM
- Wednesday: Off
- Thursday: 10:00 AM – 6:00 PM
- Friday: 10:00 AM – 6:00 PM
- Saturday: 10:00 AM – 6:00 PM
- Sunday: Off
Schedule includes a 1-hour unpaid break each scheduled day.
Some evening events, venue walkthroughs, client meetings, networking events, showcases, and event-related responsibilities may be required based on business needs.
Compensation
Pay: $20.00 – $24.00 per hour, based on experience.
Growth opportunities may be available based on performance, organization, communication, leadership, and ability to manage event readiness successfully.
Why VEGAs Event Group?
- Work with a respected event production and entertainment brand
- Be part of weddings, corporate events, galas, meetings, and immersive experiences
- Fast-paced, team-driven environment
- Opportunity to help build better systems and processes
- Work directly with ownership and experienced event professionals
- Help create stronger event execution through organization, communication, and readiness
Pay: $20.00 - $24.00 per hour
Benefits:
- Dental insurance
- Employee assistance program
- Employee discount
- Flexible schedule
- Health insurance
- Paid time off
- Professional development assistance
- Referral program
- Tuition reimbursement
- Vision insurance
Application Question(s):
- How many events have you managed at one time, and how did you stay organized?
- Describe the systems you use to manage deadlines, client notes, vendor confirmations, staff assignments, and event details.
- If you had 6 events in one week requiring vendor confirmations, staff assignments, client updates, and final notes, how would you organize your workflow?
- What CRM, project management, or event planning systems have you used?
- Describe your event planning or event operations experience. What types and size of events have you managed? What internal teams and/or external partners did you work with?
- Rate your experience from 1–10 with the following:
G Mail
Google Calendar
Google Sheets
Google Drive
Google Calendar
Microsoft Outlook
Microsoft Word
Microsoft Excel
- How do you ensure client notes, special requests, and last-minute changes are documented and communicated to the correct team members?
- Tell us about a time you proactively identified a potential problem during an event. before it became a bigger issue. What happened and how did you handle it?
- Are you available to work Saturday's from 10:00 AM – 6:00 PM?
- Are you able to work in-person at our San Antonio office?
Education:
Experience:
- Events Management: 2 years (Required)
- Event Planning: 3 years (Required)
Location:
- San Antonio, TX 78216 (Required)
Work Location: In person
