Venue Operations Coordinator Private Events - Armature Works

Job Description

Job Description

Armature Works is a premier, historic venue in the heart of Tampa’s Heights District. Combining a dynamic mix of restaurants, event spaces, and community-driven experiences, Armature Works is a destination for private events, corporate gatherings, weddings, and more. Our mission is to provide exceptional service in a lively, elegant setting that exceeds client expectations.

We are looking for a Venue Operations Coordinator to join our Private Events team. This is a fast-paced, hands-on role that requires a dedicated individual with a passion for event operations and customer service. The Venue Operations Coordinator will be responsible for the successful execution of private events, collaborating closely with the Sales and Event teams, and ensuring smooth operational processes from set-up to breakdown.

Job Summary:

The Venue Operations Coordinator is responsible for supporting the execution of a wide variety of private events, including social, corporate, and non-profit gatherings. Working closely with the Venue Operations Manager and other team members, the Coordinator will assist with event logistics, back-of-house prep, and on-site execution. The role requires excellent organizational skills, attention to detail, and a strong ability to interact professionally with both clients and vendors. The Venue Operations Coordinator is the face of Armature Works during events and plays a critical role in ensuring that guests and clients receive exceptional service.This position is currently only open to local candidates who are familiar with the Tampa area and available to work on-site.

Supervisory Responsibilities:

None.

Duties/Responsibilities:

Pre-Event Coordination & Logistics:

• Event Preparation: Attend weekly production meetings with the Sales and Event teams to review the details and logistics of upcoming events. Ensure that all operational elements are understood and ready for execution.
• Event Plan Creation: Develop and manage detailed event plans, including job-specific duties for event staff (set-up, break-down, logistics) based on event requirements. Create timelines, checklists, and floorplans to ensure that all tasks are completed efficiently.
• Equipment Preparation: Complete equipment prep-sheets for each event, outlining specific needs for rentals, furniture, AV equipment, décor, and other supplies. Ensure that all equipment is accounted for and prepared for the event.
• Back-of-House Paperwork: Maintain all necessary documentation for the setup team and event staff, including event orders, floor plans, vendor details, and specific event notes. Work closely with the Event Coordinators to ensure that all details are accurate and up-to-date.

Event Execution & On-Site Management:

• Set-Up Oversight: Supervise and coordinate the set-up of event spaces, ensuring that each space is prepared according to the approved floorplan and event order. Ensure that all event-specific needs are met, including furniture arrangements, décor placement, and vendor requirements.
• Vendor Coordination: Communicate with and oversee on-site vendors (caterers, rental companies, planners, etc.) to ensure that they are following the event schedule and providing the necessary services.
• Staff Supervision: Manage event staff during the entire event process, ensuring that everyone is following the event timeline and completing their duties. Provide leadership and direction to the set-up and clean-up teams as needed.
• Guest Interaction: Act as a point of contact for guests, vendors, and clients throughout the event, ensuring that all needs are met and any concerns are addressed promptly and professionally.
• Event Execution Support: Provide assistance during events as needed, including troubleshooting any last-minute issues or changes. Ensure the event runs smoothly, and ensure that all guest expectations are met.
• Post-Event Breakdown: Supervise the breakdown and clean-up of event spaces, ensuring all equipment is returned, the space is cleaned, and the venue is ready for the next event. Ensure that event staff follow safety and operational protocols during this process.

Post-Event Documentation & Reporting:

• End-of-Night Reports: Complete post-event reports summarizing the event details, any issues encountered, and overall performance. Submit these reports to the Venue Operations Manager to ensure clear communication and help with future planning.
• Inventory Tracking: Check the status of event inventory and report any discrepancies or damage. Ensure that all event materials (furniture, décor, AV equipment) are properly stored or returned to inventory.

Physical & Operational Requirements:

• Physical Stamina: The role requires the ability to lift and carry up to 50 pounds, as well as the physical stamina to stand for extended periods (up to 8 hours) and move quickly in a fast-paced, high-energy environment.
• Multi-Tasking: Must be able to manage multiple tasks simultaneously, especially during high-pressure situations, while maintaining a calm and professional demeanor.
• Event-Ready: Be prepared for long hours, including nights, weekends, and some holidays, in alignment with the event schedule.

Required Skills/Experience:

• Minimum of 1+ year of experience in event operations, hospitality, or event management, with an emphasis on behind-the-scenes support (set-up, logistics, vendor coordination).
• Previous experience in a fast-paced environment, ideally in event venues, hotels, or catering operations.
• Strong organizational skills and attention to detail, ensuring that all logistical elements are properly handled and executed.
• Excellent communication skills, both written and verbal, with the ability to remain calm, professional, and friendly during high-stress events.
• Ability to make quick, guest-centered decisions and handle multiple tasks simultaneously in a changing environment.
• Strong team player with the ability to collaborate effectively with staff, vendors, and clients.
• Must be available to work flexible hours, including evenings, weekends, and occasional holidays, to accommodate event schedules.
• Ability to adapt to changing event schedules and requirements quickly.

  Physical Requirements:

• Must be able to stand and walk for long periods, and lift up to 50 pounds.
• Ability to work in high-energy, physically demanding environments.

Why Join Us?

• Dynamic Work Environment: Be part of a passionate, driven team working in a historic and unique venue.
• Career Growth: Opportunity to gain experience in a variety of event settings and grow your career in event management.
• Team Culture: Collaborate with a team that values creativity, professionalism, and providing exceptional service to our clients.
• Make an Impact: Your contributions will directly impact the success of each event and the overall guest experience at Armature Works.