Event Readiness Coordinator / Event Project Manager

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 detail-driven Event Readiness Coordinator / Event Project Manager to help manage confirmed events from booking handoff through event readiness.

This is not a remote position. This is an in-office event operations role for someone who can manage multiple event details at once, communicate clearly, stay organized under pressure, and make sure every event is properly documented, prepared, and ready before event day.

Position Overview

The Event Readiness Coordinator / Event Project Manager is responsible for coordinating the pre-event readiness process so events are organized, documented, communicated, and prepared before execution.

This role serves as a key communication point between clients, internal team members, technicians, warehouse staff, entertainers, vendors, and ownership.

This position does not require being the lead AV technician. However, it does require the ability to collect, organize, document, and communicate event details, production needs, timelines, layouts, staff assignments, and readiness information provided by clients, sales, production leads, and technical team members.

The ideal candidate is highly organized, resourceful, detail-driven, comfortable with deadlines, and able to follow up consistently without being reminded.

Key Responsibilities

Manage multiple confirmed events at the same time from booking handoff through event readinessCommunicate with clients to gather final details, timelines, notes, and special requestsConfirm event details, vendor needs, staff needs, entertainers, production needs, and client expectations before event dayServe as the primary coordination point between clients, internal teams, technicians, warehouse staff, entertainers, vendors, and ownershipPrepare and maintain event folders, event notes, timelines, layouts, staff call sheets, and readiness documentsCreate and distribute event notes, run-of-show documents, staff instructions, layouts, maps, and production packet informationTrack last-minute changes and make sure updates are documented and communicated to the correct team membersMonitor event readiness milestones, identify missing information, and escalate concerns when neededWork with the AV Operations & Technical Production Manager, warehouse team, sales team, and ownership to make sure event information is completeCoordinate outsourced vendors and confirm vendor details before event dayHelp maintain and improve event readiness SOPs, checklists, templates, and internal systemsMake sure staff and technicians have complete, accurate event information before arriving onsiteHelp reduce event-day issues caused by missing details, poor communication, or incomplete preparationThis Role Is For Someone Who

Is 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, warehouse staff, and ownershipUnderstands checklists, systems, deadlines, and accountabilityCan create order in a fast-paced and evolving environmentCan identify missing details before they become event-day problemsCan stay calm under pressure and solve problems quicklyTakes ownership when details are unclear or incompleteIs comfortable working in person in a team-driven office environmentRequired Experience and Skills

Minimum 2+ years of experience in event coordination, event planning, event operations, project coordination, hospitality, venue operations, catering operations, or production coordinationStrong customer service and phone communication skillsStrong written communication and email follow-up skillsStrong organizational and time management skillsAbility to manage multiple priorities and deadlines at onceExperience maintaining event files, schedules, checklists, timelines, and notesProficiency with Google Drive, Google Docs, Google Sheets, Google Calendar, Microsoft Word, Excel, and email systemsValid driver’s license and reliable transportationProfessional appearance, dependable attendance, and strong follow-throughPreferred Experience

3+ years of event coordination, event management, event planning, 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, event planning, or project management systems such as HoneyBook, Salesforce, HubSpot, 17Hats, Monday.com, Asana, or similar platformsExperience coordinating technicians, warehouse teams, entertainers, DJs, AV staff, vendors, or event crewsExperience creating event timelines, layouts, staff schedules, production notes, or event packetsComfortable helping improve SOPs, checklists, templates, and internal processesSchedule

This is an in-person position based in San Antonio, TX.

Standard schedule:

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, venue walkthroughs, client meetings, networking events, showcases, and event-related responsibilities may be required based on business needs.

Compensation

Pay: $20.00 – $24.00 per hour, based on experience.

Growth opportunities may be available based on performance, organization, communication, leadership, and ability to manage event readiness successfully.

Why VEGAs Event Group?

Work with a respected event production and entertainment brandBe part of weddings, corporate events, galas, meetings, and immersive experiencesFast-paced, team-driven environmentOpportunity to help build better systems and processesWork directly with ownership and experienced event professionalsHelp create stronger event execution through organization, communication, and readinessPay: $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