Event Project Manager / Event Operations Coordinator

This is an in-office event operations and logistics role for someone who can manage multiple events at once, communicate clearly, stay organized under pressure, and make sure event details are documented, updated, and communicated to the correct team members. Manage multiple booked events at the same time from confirmation through executionCommunicate with clients to gather final event details, timelines, notes, and special requestsConfirm event details, vendors, staff, entertainers, and production needs before event dayCoordinate outsourced vendors and ensure proper confirmations are completedPrepare and maintain event folders, event notes, timelines, layouts, and run-of-show documentsCreate and distribute staff call sheets, event notes, layouts, maps, and production packet informationCommunicate event updates clearly to technicians, entertainers, warehouse staff, and ownershipCollect missing technical information from assigned tech leads or production leadsTrack last-minute changes and ensure updates are documented and communicatedHelp prepare event files so staff and technicians have complete, accurate informationMaintain organized Google Drive folders, Google Sheets, checklists, and event documentsFollow up with clients, vendors, and staff in a timely and professional mannerIdentify potential problems before they affect the event or client experienceWork directly with ownership and production leads to make sure events are organized and execution-readyThis Role Is For Someone Who Has strong event planning, event coordination, event operations, or production coordination experienceIs extremely organized and detail-drivenCan manage several events at once without losing track of detailsFollows up without being remindedCommunicates clearly, professionally, and consistentlyIs comfortable working with clients, vendors, technicians, entertainers, and warehouse staffUnderstands checklists, systems, deadlines, and accountabilityCan stay calm under pressure and solve problems quicklyTakes ownership when details are missing or unclearCan work every Saturday as requiredIs comfortable working in person in a fast-paced office environmentRequired Experience and Skills 3+ years of event planning, event management, or event operations experienceExperience with weddings, corporate events, galas, venues, meetings, AV production, entertainment, catering, or hospitalityFamiliarity with San Antonio venues and local vendor relationshipsExperience using CRM or project management systems such as HoneyBook, Salesforce, HubSpot, 17Hats, Monday.com, Asana, or similar platformsExperience coordinating technicians, warehouse teams, entertainers, DJs, AV staff, or event crewsExperience creating event timelines, layouts, staff schedules, and production-style event documentsSchedule 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: