Event Detailer & Day of Coordinator

Job Overview

The Event Detailer / Coordinator serves as the primary point of contact for clients after the event sale is finalized. This role is responsible for guiding clients through the planning process, ensuring all event details are accurately captured, communicated, and executed. The ideal candidate is highly organized, client-focused, and experienced in managing multiple events simultaneously while maintaining exceptional attention to detail.

This is a full-time, hourly position with the opportunity to earn commission on upsell items and enhancements. The role requires flexibility to work evenings and weekends based on event schedules.

Responsibilities

Client & Planning Support (3–6 Months Out)

Event Detailing & Documentation

Create, update, and maintain accurate Banquet Event Orders (BEOs) for all events.
Develop detailed event timelines and ensure alignment with client expectations and operational capabilities.
Maintain all event information within the venue’s CRM system, ensuring data accuracy and completeness.

Event Timeline & Logistics Management

Create, manage, and continuously update the master event timeline/run-of-show
Coordinate timing and flow with vendors, venue staff, and client stakeholders
Ensure all timeline milestones and deadlines are met leading up to event day

Financial Coordination

Communicate payment schedules and proactively collect second deposits and final balances.
Track outstanding payments and coordinate with accounting as needed.

Floor Plans & Event Design (Prismm)

Build and revise event layouts and seating charts using Prismm (Prism)
Maintain accurate floor plans for ceremony, cocktail hour, reception, staging, and vendor setup
Distribute final approved layouts to all relevant parties

Vendor Coordination

Source and obtain vendor quotes as needed to support client requests.
Coordinate all vendor logistics including load-in/load-out schedules and on-site requirements.
Collect and manage Certificates of Insurance (COIs) from all vendors to ensure compliance.
Serve as liaison between client, venue, and vendors to ensure smooth execution.

Insurance & Compliance (COIs)

Collect and track Certificates of Insurance (COIs) from all vendors and clients
Ensure all vendors meet venue insurance requirements prior to event approval
Maintain organized documentation and compliance records

Operational Coordination

Collaborate with internal teams (culinary, operations, sales) to ensure event readiness.
Coordinate and schedule quarterly tasting events for upcoming clients.
Ensure all event details are clearly communicated to operations teams prior to execution.

Payments & Finalization

Track outstanding balances and confirm all final payments are made on schedule
Assist in managing final guest counts and additional event-related charges

On-Site Event Execution

Lead event-day coordination with professionalism, calm, and confidence
Manage vendor arrivals, setup, room flips, and timeline execution
Troubleshoot issues discreetly and ensure a seamless guest experience
Oversee breakdown and vendor load-out at event conclusion

Experience

Exceptional organizational and communication skills
2+ years of experience in event coordination, hospitality or customer service is preferred
Proficiency in Prismm and venue management software (or willingness to learn quickly)
Ability to remain calm under pressure and anticipate needs proactively
Must be available for on-site event execution, including evenings and weekends
Strong organizational skills and ability to multitask effectively in a fast-paced environment

This role offers an excellent opportunity for individuals who enjoy coordinating events and maintaining high standards of customer service. The ideal candidate will be proactive, detail-oriented, and committed to delivering outstanding service during every event. The candidate must be available to work some weekends and evenings. This role offers commission opportunities, increasing overall annual earning potential.

To Apply:

Please submit your resume and a brief note highlighting your event coordination experience and availability.

submit to [email protected]

Job Type: Full-time

Pay: $25.20 - $29.50 per hour

Expected hours: 40.0 per week

Benefits:

Paid time off

Work Location: In person