Event & Operations Coordinator

We are seeking a highly organized, proactive, and hospitality-driven Event & Operations Coordinator to oversee the client planning experience and support the day-to-day operational success of our venue.

This position serves as a primary point of contact for clients after booking, guiding them through the planning process, coordinating vendors, managing event details, and ensuring each event is fully prepared for successful execution.

Beyond client support, this individual plays an important role in maintaining operational standards, coordinating venue readiness, identifying potential challenges, and improving internal systems and processes.

The ideal candidate is a natural problem-solver who enjoys creating structure, building relationships, and bringing creative visions to life. They thrive in an event-driven environment, communicate with confidence, and understand that attention to detail and calm execution make all the difference.

Key ResponsibilitiesClient Experience & Event Planning

• Serve as a primary planning contact for assigned clients from the initial introduction through event completion.
• Conduct kickoff meetings within two weeks of booking to understand each client's vision, review contractual expectations, explain venue policies, and establish the planning process.
• Guide clients through major planning milestones, including vendor selection, logistics, layouts, timelines, and final event details.
• Provide planning resources and maintain consistent communication to keep clients informed and on track.
• Monitor vendor booking progress and proactively address missing information or potential planning delays.
• Lead final planning meetings and ensure all event details are documented, confirmed, and approved.
• Prepare and maintain comprehensive event timelines, floor plans, vendor information, and event instructions.
• Ensure final event documentation is completed and approved at least 30 days before the event.
• Coordinate client décor drop-offs and facilitate wedding ceremony rehearsals when applicable.
• Maintain organized, accessible client folders and accurate event records.
• Provide thoughtful post-event communication and maintain positive client relationships.

Event Readiness & Execution

• Take ownership of event readiness, ensuring all assigned events are thoroughly planned and prepared.
• Review event requirements, including guest counts, floor plans, catering, bar service, rentals, audiovisual needs, parking, staffing, insurance, and vendor access.
• Identify missing information, potential challenges, or operational risks before they affect the event.
• Coordinate with internal team members to ensure clear responsibilities and smooth execution.
• Create detailed event instructions that allow team members to confidently assist guests, vendors, and clients.
• Oversee event setup preparations, including furniture layouts, signage, décor placement, and special requirements.
• Lead or support on-site event execution, including venue opening and readiness checks.
• Maintain a calm, solutions-focused approach when addressing unexpected challenges or last-minute adjustments.

Vendor Coordination & Communication

• Establish positive working relationships with caterers, bartenders, entertainment providers, rental companies, photographers, florists, and other event professionals.
• Communicate important event information to vendors approximately 7–14 days before each event.
• Confirm arrival schedules, venue access, parking instructions, setup requirements, breakdown expectations, and venue policies.
• Request and track vendor Certificates of Insurance (COIs), beginning outreach 60–90 days before events and ensuring required documentation is received at least 30 days prior.
• Verify that vendor insurance requirements are satisfied and documentation is properly maintained.
• Coordinate with the cleaning and setup team to ensure floor plans, furniture counts, and special setup instructions are clear and completed on schedule.
• Collaborate with external partners to coordinate special logistical requirements, including equipment lifts, parking arrangements, and venue services.

Venue Operations & Facility Coordination

• Help maintain a clean, organized, safe, and event-ready environment.
• Review upcoming events to anticipate operational needs, including staffing, supplies, parking, signage, equipment, and special setups.
• Coordinate with building management, maintenance providers, and audiovisual partners to address facility needs.
• Document and monitor maintenance requests, ensuring appropriate follow-up and resolution.
• Monitor venue inventory and coordinate replenishment of event, office, and operational supplies.
• Coordinate with outside service providers responsible for plant care, scent systems, and other venue amenities.
• Maintain accurate operational information, signage, instructions, and venue resources.
• Support updates to the venue website and client-facing materials when policies or operational details change.

Systems, Processes & Continuous Improvement

• Maintain accurate event information and client planning statuses within internal management systems.
• Review active events using a Green / Yellow / Red client health system to identify potential risks and required follow-up.
• Develop clear action plans for events requiring additional attention and escalate significant concerns to the Venue Director.
• Review event debriefs, client feedback, vendor concerns, and operational challenges to identify opportunities for improvement.
• Support the creation, documentation, and ongoing refinement of Standard Operating Procedures (SOPs).
• Identify recurring operational issues and recommend practical, sustainable solutions.
• Participate in operational meetings and contribute to issue identification, discussion, and resolution.
• Help identify team training needs and opportunities to strengthen consistency and service standards.
• Assist with quarterly venue information audits, operational reviews, and team-building initiatives.

What Success Looks Like

Success in this position means our clients feel supported, our vendors feel informed, and our team feels prepared.

Key expectations include:

• Exceptional Client Experience: Clients receive timely, helpful communication and confidently navigate the planning process.
• Complete Event Readiness: Every assigned event has an accurate, approved floor plan, timeline, vendor information, and operational plan.
• Proactive Communication: Planning gaps and potential challenges are identified and addressed well before event day.
• Operational Accountability: Staffing, facility needs, supplies, vendor requirements, and insurance documentation are proactively managed.
• Seamless Event Execution: Events run smoothly because the team has the information, resources, and direction necessary to deliver.
• Continuous Improvement: Recurring challenges lead to improved processes, clearer documentation, and stronger team performance.

Our Core Values

At The Venues at The Factory, how we work is just as important as what we accomplish.

We're Better Together — We believe collaboration, mutual support, and strong relationships create extraordinary experiences.

Everyone Belongs Here — We cultivate an environment where every client, guest, vendor, and team member feels welcome and respected.

Calm Is Our Superpower — We approach challenges with composure, confidence, and thoughtful solutions.

Radical Clarity — We value transparent communication, clear expectations, and shared accountability.

Honor the Vision — We respect each client's individuality and work to bring their unique celebration or gathering to life.

Why Join Our Team?

This is an opportunity to play a meaningful role in creating unforgettable experiences at one of Manchester's most distinctive event spaces.

You'll work closely with a creative, collaborative team, build relationships with talented event professionals, and contribute to both the client experience and the continued growth of our venue.

We're looking for someone who takes pride in the details, finds satisfaction in creating order, and genuinely enjoys making special moments possible.

Pay: $45,000.00 - $62,000.00 per year

Benefits:

• Employee discount
• Flexible schedule
• Paid time off
• Professional development assistance

Work Location: In person