Venue Coordinator

Venue Coordinator The Venue Coordinator is responsible for supporting the day-to-day operations of the event venue, ensuring the seamless execution of all events, and delivering an exceptional client experience. In partnership with the Venue Manager, this role helps plan, coordinate, and execute all external events hosted within our office event center. This position serves a key point of contact for clients throughout the event lifecycle, from initial planning through onsite execution by coordinating with clients, vendors, and internal teams to deliver successful events while maintaining the venue's standards and reputation. The ideal candidate is highly organized, detail oriented, solutions-driven, and thrives in a fast-paced environment managing multiple priorities simultaneously. Full In-Office In-office Expectations: This position is a fully in-office role due to the nature of the work being done. People Inc. is seeking a highly organized Venue Coordinator to support our event space. The ideal candidate is a proactive individual with strong communication skills and a passion for hospitality and event production. The Venue Coordinator will oversee the venue spaces and overall venue operations related to events, including event coordination, staff supervision, customer relations, and facility maintenance. This role will oversee a wide range of events from business luncheons to corporate conferences, panels discussions, receptions and everything in between, as our space offers clients a variety of spaces and unique experiences. This role reports directly to the Venue Manager. The Venue Coordinator is a key member of the Building Services and Office Experience team, which oversees the full spectrum of workplace operations, including event management, office experience, facilities coordination, security, and overall property operations. Weight % Accountabilities, Actions, and Expected Measurable Results 25% Event Coordination: Coordinate and execute events from initial planning through post-event wrap-up. Collaborate with clients to understand their event requirements and provide personalized service. Develop detailed event timelines, floor plans, room configurations, AV setups, and catering support. Prepare event documentation and internal communication to ensure successful execution and seamless coordination with internal teams. 25% On-Site Event Execution & Venue Operations: Serve as onsite venue lead during events to ensure smooth execution and client satisfaction. Monitor event timelines and ensure adherence to schedules. Oversee load-in, setup, event flow, breakdown, and load-out logistics. Enforce building capacity limits, noise restrictions, security protocols, and safety procedures. Troubleshoot requests and emergencies that may arise during events. Conduct pre- and post-event walkthroughs to address any issues. 20% Client Communication: Conduct venue tours and on-site client walkthroughs. Maintain clear, timely communication with clients throughout the planning process. Communicate venue policies, procedures, venue packages and pricing. Address client requests and concerns promptly and professionally. Provide excellent customer service and build strong client relationships to encourage repeat business. 15% Vendor and Supplier Management: Liaise with vendors and service providers to ensure timely delivery of goods and services including catering, AV technicians, florals, and production teams. Ensure vendor compliance with building rules and venue operational procedures. 10% Marketing and Promotion: Prospect new clients by engaging with local businesses and agencies. Assist in marketing our venue through various channels, including social media, email, and online platforms. Develop and implement marketing strategies to increase venue visibility. Attend networking and industry events to expand business opportunities. 5% Administrative Support: Maintain accurate records of bookings, contracts, and payments. Track event invoices, reports, and documentation to support budget monitoring and expense tracking. Identify opportunities for operational efficiencies and cost savings. The Role's Minimum Qualifications and Job Requirements: Education: Bachelor's degree in Event Management, Hospitality, Business Administration, or a related field (preferred). Experience: Minimum 2 years in event coordination, venue management, hospitality, or a similar role. Specific Knowledge, Skills, Certifications and Abilities: Strong organizational and multitasking skills. Excellent interpersonal and communication abilities. Creative problem-solving skills and attention to detail. Ability to work under pressure and meet tight deadlines. Comfortable with flexible working during events including working outside of normal office hours, early mornings and late nights will be required. Proficiency in event management software and project management tools (i.e. Google Suite, TripleSeat, EventUp, Cvent, etc..) is a plus. Experience in leveraging social media and marketing platforms. Ability to stand for long periods of time. % Travel Required (Approximate): 0% It is the policy of People Inc. to provide equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law. In addition, the Company will provide reasonable accommodations for qualified individuals with disabilities. Accommodation requests can be made by emailing View email address on click.appcast.io. The Company participates in the federal E-Verify program to confirm the identity and employment authorization of all newly hired employees. Pay Range Hourly: New York: $25.00 - $30.00 The pay range above represents the anticipated low and high end of the pay range for this position and may change in the future. Actual pay may vary and may be above or below the range based on various factors including but not limited to work location, experience, and performance. The range listed is just one component of People Inc's total compensation package for employees. Other compensation may include annual bonuses, and short- and long-term incentives. In addition, People Inc. provides to employees (and their eligible family members) a variety of benefits, including medical, dental, vision, prescription drug coverage, unlimited paid time off (PTO), adoption or surrogate assistance, donation matching, tuition reimbursement, basic life insurance, basic accidental death & dismemberment, supplemental life insurance, supplemental accident insurance, commuter benefits, short term and long term disability, health savings and flexible spending accounts, family care benefits, a generous 401K savings plan with a company match program, 10-12 paid holidays annually, and generous paid parental leave (birthing and non-birthing parents), all of which may vary depending on the specific nature of your employment with People Inc. and your work location. We also offer voluntary benefits such as pet insurance, accident, critical and hospital indemnity health insurance coverage, life and disability insurance.