Venue Sales Event Coordinator

POSITION SUMMARY

The Venue Sales and Event 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.

• 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 elevate 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

• 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
• Experience with Triple Seat, All Seated, Asana, or similar platforms preferred
• Catering or hospitality service experience strongly preferred
• Graphic design experience helpful but not required

• 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)

• Hourly position with expectation of 30 to 40 hours per week
• Overtime as scheduled based on event calendar
• Nights, weekends, and holidays are required due to industry demands
• Fully in person position, not remote

• Ability to stand, walk, bend, stoop, reach, and remain active for extended periods
• Ability to lift up to 40 pounds

• Hourly rate $20 to $24, commensurate with experience

• 401(k)
• Health insurance
• Dental insurance
• Vision insurance
• Paid time off
• Free parking or trolley adjacent office…