Event Readiness Coordinator / Event Project Manager

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. 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 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. 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: