Event Project Manager / Event Operations 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 and experienced Event Project Manager / Event Operations Coordinator to manage confirmed events from booking handoff through event execution.

This is not a remote position. 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.

Position Overview

The person in this role will be responsible for managing the operational flow of booked events, including client communication, vendor confirmations, staff details, technician communication, event notes, timelines, layouts, run-of-show documents, production packet preparation, and final event file readiness.

This role does not require being the lead AV technician. However, it does require the ability to collect, organize, document, and communicate technical event details provided by assigned production leads, technicians, warehouse staff, and ownership.

The right candidate must be highly organized, detail-driven, comfortable with deadlines, and able to follow up consistently without being reminded.

Key Responsibilities

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

Minimum 2+ years of experience in event planning, event coordination, event operations, hospitality, venue operations, catering operations, or production coordinationProven experience managing clients, vendors, staff schedules, deadlines, and event detailsStrong customer service and phone communication skillsStrong written communication and email follow-up skillsProficiency with Google Drive, Google Docs, Google Sheets, Google Calendar, Microsoft Word, Excel, and email systemsAbility to create and maintain organized event files, schedules, checklists, timelines, and notesValid driver’s license and reliable transportationProfessional appearance, strong time management, and dependable attendancePreferred Experience

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

Monday: 10:00 AM – 6:00 PMTuesday: 10:00 AM – 6:00 PMWednesday: OffThursday: 10:00 AM – 6:00 PMFriday: 10:00 AM – 6:00 PMSaturday: 10:00 AM – 6:00 PMSunday: OffSchedule includes a 1-hour unpaid break each scheduled day.

Some evening events, networking events, venue walkthroughs, client meetings, and showcases may be required.

Pay: $20.00 - $24.00 per hour

Benefits:

Dental insuranceEmployee assistance programEmployee discountFlexible scheduleHealth insurancePaid time offProfessional development assistanceReferral programTuition reimbursementVision insuranceApplication 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