Job Summary
We are seeking a driven Venue Coordinator (W-9 Independent Position) to take ownership of day-to-day office operations, sales pipelines, client relations, and on-site event execution. In this role, you will handle everything from initial lead tracking in HoneyBook and client tours to month-of planning, vendor compliance, and day-of coordination.
Responsibilities1. Office & Administrative Operations
Lead Generation & Pipeline: Manage incoming inquiries and track leads using HoneyBook, alongside executing cold email outreach.
Sales & Client Relations: Conduct phone calls, text messages, and in-person venue tours to guide clients, answer questions, and close bookings.
Follow-Ups: Execute automated follow-up sequences and handle direct manual communications.
Proposals & Contracting: Customize packages, generate proposals, issue contracts, and track deposits and payments.
Vendor Compliance: Collect and verify all required vendor certificates of insurance (COIs), licenses, and contact information.
Event Planning & Summaries: Build custom floor plans, develop timelines, compile comprehensive month-of event summaries, and review all upcoming event files ahead of time.
Staff Scheduling: Schedule venue support staff and coordinators to ensure full on-site coverage for every event.
2. Event Day & On-Site Execution
Pre-Event Setup: Perform property walkthroughs, check facility readiness, and supervise vendor load-ins.
Event Time Management: Oversee live schedules, direct event flow, manage setup/teardown, and ensure all venue policies and safety standards are enforced.
Facility Security: Complete post-event property inspections and ensure the venue is fully secured.
Qualifications
Proficiency in HoneyBook, MS Office, Google Workspace, and digital communication tools.
Proven experience in event operations, venue coordination, or sales.
Strong organizational skills with strict attention to detail and proactive problem-solving abilities.
Comprehensive understanding of event logistics, contracts, and vendor insurance requirements.
Compensation & Benefits
Classification: W-9 Independent Contractor
Compensation: Performance-based on venue sales commission ranging from 3% to 5% based on bookings and results.
Perks: Flexible schedule and employee discounts
Job Types: Part-time, Contract
Pay: $17.00 per hour
Benefits:
Employee discount
Flexible schedule
Work Location: In person
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