Location: Hidden Creek: 215 Chris Cuny PKWY Heath TX 75032 Employment Type: Full-Time including weekends and some evenings
Position Overview:
We are seeking a highly organized, client-focused, and energetic Venue Coordinator to join our dynamic team. This individual will be responsible for facilitating the day-to-day operations of the venue, ensuring exceptional client experiences, coordinating event details, managing communication, and supporting both the Venue Manager and clients. The ideal candidate should be proactive, efficient, and comfortable working in a fast-paced environment with a passion for event planning and customer service.
Primary Responsibilities:
Client Communication & Sales:
Conduct venue tours
Respond promptly and professionally to emails including pricing inquiries, client questions, vendor guidance, payment reminder, etc.
Handle an abundant amount of emails on a daily basis
Manage brochure downloads, inquiry templates, and follow-up communications.
Return voicemails from vendors and clients, ensuring timely responses.
Facilitate client communication
Send tour confirmation emails and text messages
General Office Tasks:
Monitor email inboxes and stay updated on tasks, ensuring timely responses.
Handle vendor communication and emails.
Answer incoming phone calls with a friendly and helpful demeanor.
Manage the physical mailbox and other miscellaneous tasks as assigned by the Venue Manager.
Organize and maintain linen and AV rooms, ensuring they are stocked and orderly.
Keep and update the monthly Events Calendar and paper Event Calendar.
Handle Honeybook pipeline and task management, including asking for reviews post-event.
Maintain Excel document for catering contracts, updating weekly.
Update the iPad with event pictures and ensure it remains current.
Order linen and event rentals
Event Day Tasks:
Oversee vendor and client set-up.
Ensure vendor and client compliance with venue policies and guidelines.
Maintain cleanliness of facility grounds during event.
Provide the end of night cleaning crew with the event floor plan and important details.
Post quality photos of events on social media.
Adjust lighting, air temperature, and assist with in-house AV during events.
Check restrooms and replenish supplies as needed.
Be available for client and vendor needs during the event, ensuring smooth operations.
Oversee and direct Event Assistants during event days, ensuring they follow the event checklist.
Event Coordination:
Manage all linen orders, check linens in upon arrival, and submit linen counts weekly.
Coordinate event rentals and confirm vendor details, including arrival times and setup requirements.
Ensure all vendor COIs are submitted
Send Temporary Catering Agreements to outside caterers and manage COI collection.
Maintain and organize client event folders, ensuring all details are accurate and up-to-date.
Client Correspondence:
Send out layout invitations to all bookings within four months of their event.
Send reminders for final walkthroughs approximately 45 days prior to the event.
Confirm upcoming client appointments (meetings, photoshoots, etc.) on the calendar.
Run final walkthrough appointments with clients and ensure all details are confirmed.
Miscellaneous:
Assist with planning and coordinating Open Houses, marketing events, and other venue promotions.
Report any issues, unusual occurrences, or potential problems to the Venue Manager and Owners.
Qualifications:
Proven experience in event coordination, customer service, or hospitality.
Excellent organizational skills with attention to detail.
Strong written and verbal communication skills.
Comfortable with technology, including Honeybook, social media platforms (Instagram, TikTok, Facebook), and basic office software (Excel, Word).
Ability to multitask and manage multiple projects simultaneously.
Positive, friendly, and professional demeanor with a focus on client satisfaction.
Ability to work independently as well as part of a team.
Experience in a fast-paced environment, with the ability to remain calm under pressure.
Preferred Qualifications:
Experience in event planning or coordination within the wedding or venue industry.
Familiarity with the Honeybook platform is a plus.
Previous experience working with vendors and handling event logistics.
Hours:
The work schedule will vary from week to week based on the event calendar. Typical office hours are as follows:
Tuesday: 10:00 AM - 6:00 PM
Wednesday: 10:00 AM - 6:00 PM
Thursday: 10:00 AM - 6:00 PM
Friday: 12:00 PM - 8:00 PM
Saturday: 9:30 AM - 5:00 PM
Sunday: Closed, unless there is an event
Monday: Closed, unless there is an event
Please note that this schedule is subject to change based on event requirements. Some Saturdays may require extended hours, and occasional evening shifts may be necessary.
Compensation & Benefits:
Salary based on experience
Heath and dental insurance provided
This is a salary position starting at $41,500 plus bonuses and commision. The average person in this position makes $55,000-$70,000 based on preformance
How to Apply:
If you're passionate about event coordination and providing exceptional service to clients, we would love to hear from you! Please submit your resume to our Venue Manager, Brett Welch at Brett@hiddencreekevents.com
Thank you and we look forward to hearing from you!