Events and Client Coordinator

Events & Client Coordinator

Company: Events by Rebs

Position Location: Must be able to work in person events within The Triangle, NC

Position type: Hybrid, Part-time (one day per week in our Durham office, on site for scheduled events, remote or in office on other days, your choice)

Hours: Approximately 15 hours per week, plus event times

Start date: November 1, 2026 (target)

Events by Rebs is a detail-driven event planning company based in Durham, NC, specializing in weddings and celebrations of all kinds, from nonprofit fundraisers and networking events to milestone parties. We take a hands-on, client-focused approach, ensuring a seamless planning process and stress-free event days.

As our Events & Client Coordinator, you will own the client experience from first inquiry to final review, keeping client projects moving both behind the scenes and directly with clients. Your work splits roughly evenly between internal client operations (supporting the sales process, onboarding, offboarding, and keeping records clean) and external client project work (advancing planning tasks with vendors and clients, and leading assigned events in their final six weeks). Each season, you will serve as the assigned lead for about 30% of our events (averaging about 6 per season), mainly weddings, with the occasional nonprofit fundraiser, networking event, or milestone party.

Key Responsibilities:

Client Operations (Internal)

Respond to new inquiries and schedule initial consultations with the Founder & Director.
Follow up after consultations and check in with leads who have gone quiet to keep sales moving forward.
Onboard new clients following our SOPs in ClickUp, HoneyBook, and Google Drive, including onboarding documents, client folders, and internal ClickUp feeds.
Offboard completed clients: request reviews, follow up with photographers, update client notes, archive projects, and add vendors to our preferred vendor list.
Keep client records accurate and up to date across HoneyBook, ClickUp, Google Drive, and our internal client tracker.

Client Project Advancement (External)

Contact vendors (hair and makeup, hotels, rentals, and more) for availability, pricing, and initial estimates.
Advance client planning stages (vendor requests, vision boards, and more) from about one year out to six weeks before each event, handing each step back to the planning team when complete.
Message clients through their HoneyBook portals with vendor information and next steps.

Event Leadership & Execution

Lead final client check-ins and venue walkthroughs, taking ownership of assigned events at the six-week mark.
Create client timelines and internal run-of-show timelines.
Collect final details from clients and send final confirmations to vendors.
Serve as the on-site lead and main point of contact for clients, vendors, and venue staff.
Schedule and attend client rehearsals, and lead team check-ins and communication in the week before the event.
Assist with setup, transitions, and breakdown, arriving first and leaving last.
Support events led by other team members as scheduled.

We will invest in your training from day one. You’ll train on site at live events alongside the team for the rest of the Fall 2026 season. Event lead assignments begin in Spring 2027.

An initiative taker with complete follow-through
Meticulously organized but approachable
A warm, clear communicator
Calm under pressure and willing to get your hands dirty
Comfortable with ClickUp, HoneyBook, Google Workspace, and Canva (or eager to learn)
Available on weekends and evenings for events and walkthroughs
Candidates must be able to lift up to 30 pounds and remain on their feet for extended periods, especially on event days.

Hourly Rate: $20/hour

Event Lead Bonus: An additional $100 for each event you lead.

Event Gratuity: We do not guarantee gratuity will be provided by clients, but when it is the on-site team keeps 100% of it.

Expected Weekly Hours: 15 hours per week, and up to 30 hours depending on scheduled events. Generally you will see a spike in hours during our busiest months (April-June and September-November).

How to Apply

If you're excited about keeping client projects on track and helping bring seamless, joyful events to life, we'd love to hear from you! To apply, please send your resume and an introduction about why you'd be a great fit to [email protected]. Interviews will be conducted on a rolling basis.

Pay: $19.00 - $22.00 per hour

Expected hours: 15.0 – 30.0 per week

Benefits:

Flexible schedule

Work Location: Hybrid remote in Durham, NC 27705