Event Operations Manager / Senior Event Coordinator

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, experienced Event Operations Manager / Senior Event Coordinator to manage confirmed events from booking handoff through successful execution.

This is not a remote position. This is a leadership and logistics role for someone who can manage multiple events at once, communicate clearly, stay organized under pressure, and ensure no details are missed.

Position Overview

The person in this role will be responsible for managing the operational flow of booked events, including client communication, vendor coordination, staff scheduling, technician communication, warehouse coordination, event notes, timelines, layouts, run-of-show documents, and final event readiness.

This role requires someone with strong event planning experience, excellent follow-up, strong documentation habits, and the ability to communicate professionally with clients, vendors, entertainers, technicians, warehouse staff, and ownership.

Key Responsibilities

Manage multiple booked events at the same time from confirmation to execution
Communicate with clients to gather final details, timelines, notes, and special requests
Confirm all event details, vendors, staff, entertainers, and production needs before event day
Coordinate outsourced vendors and ensure proper confirmations are completed
Schedule staff, technicians, entertainers, and event support team members
Communicate event details clearly to warehouse and technician teams
Create and distribute weekly run-of-show documents, event notes, layouts, maps, and production details
Prepare event files so staff and technicians have complete, accurate information
Track last-minute changes and ensure updates are documented and communicated
Follow up with clients, vendors, and staff in a timely and professional manner
Identify potential problems before they affect the event or client experience
Work directly with ownership and operations to ensure events are execution-ready

This Role Is For Someone Who

Has strong event planning, event operations, or production coordination experience
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, and warehouse staff
Understands checklists, systems, deadlines, and accountability
Can stay calm under pressure and solve problems quickly
Takes ownership when issues arise
Can work every Saturday as required

Required Experience and Skills

Minimum 2 years of event management, event planning, event operations, or production coordination experience
Proven experience managing clients, vendors, staff, schedules, and event details
Strong customer service and phone communication skills
Strong written communication and email follow-up skills
Proficiency with Google Drive, Google Docs, Google Sheets, Google Calendar, Microsoft Word, Excel, and email systems
Ability to create and maintain organized event files, schedules, checklists, and notes
Valid driver’s license and reliable transportation
Professional appearance, strong time management, and dependable attendance

Preferred 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 or project management systems such as HoneyBook, Salesforce, HubSpot, 17Hats, Monday.com, Asana, or similar systems
Experience coordinating technicians, warehouse teams, entertainers, DJs, AV staff, or event crews

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, networking events, venue walkthroughs, and showcases may be required.

Compensation

Hourly pay based on experience. Growth opportunities may be available based on performance, leadership, organization, and ability to manage event operations 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 grow with a company that values professionalism, creativity, and strong execution
Work directly with ownership and event professionals

Experience

Event Management, Event Planning, Event Operations, or Production Coordination: 2 years required

Location

San Antonio, TX 78216

Work Location

In person

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):

Describe your event planning or event operations experience. What types and sizes of events have you managed?
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?
Rate your experience from 1–10 with the following:

Google Docs

Google Sheets

Google Drive organization

Google Calendar

Microsoft Word

Microsoft Excel

Email follow-up and client communication

How do you make sure client notes, special requests, and last-minute changes are documented and communicated to the correct team members?
Tell us about a time you caught an event issue before it became a problem. What happened and how did you handle it?
Are you available to work Saturdays from 10:00 AM – 6:00 PM?
Are you able to work in person at our San Antonio office?

Education:

Associate (Preferred)

Experience:

Event planning: 3 years (Required)
Events Management: 2 years (Required)

Location:

San Antonio, TX 78216 (Required)

Work Location: In person