Operations Event Coordinator

Operations Event Coordinator

Operations, Events, and Rentals Coordination

Position Summary: The Event Lead supports successful events by serving as the onsite operations contact for event setup, facility readiness, vendor coordination, rental logistics, guest safety, and post-event reset. This role works closely with event planners, renters, vendors, porters, house managers, patron services, public safety, and operations staff to ensure events are organized, safe, clean, and aligned with facility procedures.

Employment Type: Part-time or event-based schedule, including evenings and weekends as required by event bookings

Reports To: Rentals Manager

Key Responsibilities

• Serve as the onsite event and facility operations contact before, during, and after assigned events.

• Confirm event needs, room layouts, setup details, expected attendance, rental requirements, and event timing in advance

• Coordinate with porters, house managers, public safety, security, vendors, and operations staff to ensure all teams understand event needs.

• Support walkthroughs with event organizers, renters, vendors, and internal staff to clarify logistics and facility expectations.

• Oversee setup, breakdown, and reset of tables, chairs, signage, equipment, and event spaces

• Manage event-related pickup, delivery, setup, and return needs for rentals, supplies, and facility resources.

• Inspect event spaces before use to confirm cleanliness, safety, stocking, signage, and readiness.

• Remain onsite during assigned events to monitor facility needs, respond to issues, and serve as the point of contact for operational concerns.

• Coordinate post-event cleanup, trash removal, space reset, and reporting of maintenance or facility issues.

• Assist in administrative tasks with the Rentals Manager to screen, document and prepare for upcoming rentals and events

• Working with Operations, Productions, Artistic and Development staff to assist on all events, productions and rentals at COCA

Rental Coordination Duties

• Respond to rental inquiries and help communicate available venue options, rental expectations, and facility guidelines.

• Support rental walkthroughs, tours, and pre-event planning conversations with clients, vendors, and internal teams.

• Track rental details including date, time, spaces requested, setup needs, attendance, staffing requirements, and special instructions.

• Coordinate rental-related setup, deliveries, pickups, vendor access, and onsite logistics

• Help maintain accurate records for rental requests, event forms, contacts, estimates, contracts, payments, and follow-up communication as assigned.

• Inspect rental spaces and equipment before and after use to identify damage, missing items, cleaning needs, or reset requirements.

• Provide clear, timely communication to renters, event planners, and operations staff to support a smooth event experience from planning through closeout

Qualifications

• Experience supporting events, venue operations, rentals, hospitality, facilities, customer service, or a related field preferred.

• Strong communication skills with the ability to work effectively with clients, vendors, guests, staff, and cross-functional teams.

• Excellent organization, attention to detail, and ability to manage multiple event details and shifting priorities.

• Comfort working independently while remaining responsive to team direction and facility procedures.

• Ability to remain calm, professional, and solution-oriented during live events and unexpected changes.

• Availability for evenings, weekends, and flexible event-based scheduling.

• Ability to walk and stand for extended periods and assist with basic event setup, breakdown, and movement of tables, chairs, supplies, or equipment as needed.

• Be able to lift up to 50lbs.

• Knowledge of basic theatre operations both on-stage and technical.

• Some college preferred. At least 3 years experience in theatre, arts and/or relevant operational experience

Ideal Candidate

The ideal candidate is dependable, practical, detail-oriented, and comfortable being the onsite person who keeps event logistics moving. They enjoy working with people, take pride in clean and safe spaces, communicate clearly, and can balance renter needs with facility policies and operational realities.

Schedule and Work Environment

• Schedule varies based on event and rental needs. Attendance at annual fundraiser is required.

• Evening and weekend availability is required.

• Work takes place in active event, rental, and facility environments with frequent interaction with staff, vendors, renters, and guests.

• The Event Lead may be assigned to events of varying size, including events under 250 attendees.

• Each shift will be unique in the needs and approach

Role Overview

The Operations Event Coordinator serves as the primary onsite operational contact for managing event setup, facility readiness, vendor coordination, guest safety, and post-event resets. This part-time, event-based role collaborates closely with various internal teams and external renters to ensure seamless execution from planning through closeout. Responsibilities also include handling rental inquiries, conducting walkthroughs, tracking logistical details, and performing light administrative tasks to support upcoming facility events.

Candidate Profile & Qualifications

The ideal candidate is dependable, detail-oriented, and capable of maintaining a calm, professional demeanor during live events and unexpected changes. Preferred qualifications include some college education paired with at least three years of experience in theatre, arts, venue operations, hospitality, or customer service. Candidates must possess strong communication and organizational skills, the ability to lift up to 50 pounds, stand for extended periods, and maintain a flexible schedule that regularly includes evenings and weekends.