Venue Coordinator

POSITION SUMMARY The Venue Sales Coordinator supports venue sales execution and event delivery by managing client onboarding, event documentation, logistics coordination, and on-site execution support. This role serves as a critical bridge between sales, operations, and venue execution, ensuring that event details are accurate, communicated clearly, and delivered in alignment with client contracts and company standards. This position is execution focused, detail intensive, and time sensitive, requiring strong organizational discipline, professional client communication, and operational awareness. ESSENTIAL FUNCTIONS AND RESPONSIBILITIES Sales Support and Client Coordination Research and analyze event details to support successful execution Field initial venue and event inquiries and organize venue leads efficiently Support venue sales staff with proposal development, pricing coordination, and contract close support Identify upselling opportunities and assist with execution of approved upsells Represent the venue at select industry networking and showcase events Help generate new sales inquiries and support lead capture systems Client Onboarding and Event Documentation Onboard new venue rental clients, including contract processing, event file creation, planning schedules, and payment timelines Maintain accurate client and catering records including contact information, menus, staffing, equipment, and event history Maintain accuracy in event management systems, timelines, and accounts receivable tracking Schedule and coordinate client meetings, venue tours, tastings, and walkthroughs using Calendly and Google Workspace Set up and conduct final client walkthroughs in coordination with venue sales leadership Event Planning and Logistics Coordination Support development of event timelines and vendor run of show documentation Organize event logistics including binders, clipboards, staff instructions, and event materials Create, update, and distribute BEOs including floor plans, timelines, vendor details, linen orders, security information, and inventory counts Upload final BEOs into Nowsta and other required systems Create and maintain event manager binders and staff binders for all venue events Design and print specialty bar menus and vendor menus as required Operations and On Site Support Attend operations meetings and coordinate with Facilities, Event Operations, and management to ensure execution readiness Open and close the venue as scheduled and oversee vendor load ins and load outs Attend events as required based on department and event needs Provide floor support to bar and catering teams as needed, including stepping into service roles when required Assist with venue setup, breakdown, and post event cleanliness Maintain awareness of venue cleanliness and address issues directly or elevate as needed Notify Facilities and Management of maintenance or repair needs Vendor and Administrative Coordination Schedule security services, update security timelines, and coordinate security invoicing with Accounts Payable Maintain and order venue linens and process linen invoicing Assist with collecting vendor program contribution fees Support event invoicing and payment collection processes Take notes during meetings and trainings and distribute as required Cross Functional Collaboration Collaborate with Mixology and Cocktail teams on menu ingredients, descriptions, and pricing Coordinate with Event Operations and Facilities to ensure event files are current and accurate Support additional Snake Oil Cocktail Company activations including Cocktail Graffiti and other programs as assigned Venue Operations & Facility Maintenance Assist with daily facility upkeep by coordinating routine cleaning, maintenance requests, and general venue readiness. Facilitate communication with maintenance vendors including HVAC, plumbing, landscaping, electrical, and repair providers. Conduct pre- and post-event walkthroughs to check venue condition and report damages or maintenance concerns to management. Assist with documenting event-related damages and communicating findings related to damage deposits and client follow-up. Monitor venue spaces throughout events to ensure cleanliness, organization, and overall presentation standards are maintained. Clean and prep venue as necessary. Inventory & Supply Chain Management Monitor inventory levels throughout the venue including restrooms, office areas, storage rooms, and guest-facing spaces. Assist with restocking and organizing operational supplies to ensure event readiness. Coordinate day-of-event logistics for vendors, rentals, linens, deliveries, and specialty equipment setup. Check incoming deliveries and confirm event materials are properly placed and accounted for. Compliance & Business Administration Support venue operations by communicating with staff, vendors, clients, and external partners regarding operational needs. Assist in maintaining organized records of permits, licenses, safety documentation, and operational files. Facilitate communication between event staff, security teams, cleaning crews, and management during event operations. Ensure venue policies and operational procedures are communicated and followed throughout event execution. Assist management with operational audits, reporting, scheduling coordination, and general administrative support. SCHEDULE Office Hours are 9:00 a.m. to 5:30 p.m. Event Hours typically range between any combination of days, nights, weekends and holidays. There is an expectation that schedules will require a combination of office hours and event hours to meet your client’s expectations and company sales goals. This is not a remote position and is fully in person. REQUIRED EDUCATION AND EXPERIENCE Minimum 2 years of relevant experience in venue coordination, event planning, food and beverage, hospitality, or customer service Experience working in fast paced, deadline driven environments Intermediate proficiency with Google Workspace, Microsoft Word, Microsoft Excel, and accounts receivable processes Experience with TripleSeat, All Seated, Asana, or similar platforms preferred Catering or hospitality service experience strongly preferred Graphic design experience helpful but not required REQUIRED CERTIFICATIONS AND LICENSES Valid driver’s license with ability to pass DMV background check Ability to pass comprehensive background check RBS certification required Food Handler Card required OSHA aerial lift (scissor lift) certification required and ability to operate aerial lift (scissor lift) SCHEDULE AND AVAILABILITY Hourly position with expectation of 40 to 50 hours per week Overtime as scheduled based on event calendar Nights, weekends, and holidays are required due to industry demands Fully in person position, not remote PHYSICAL REQUIREMENTS Ability to stand, walk, bend, stoop, reach, and remain active for extended periods Ability to lift up to 50 pounds COMPENSATION Hourly rate $20 to $28, commensurate with experience Benefits Include: 401(k) Health insurance Dental insurance Vision insurance Paid time off Free parking or trolley adjacent office location EQUAL EMPLOYMENT OPPORTUNITY STATEMENT Snake Oil Cocktail Company is an Equal Opportunity Employer. Employment decisions are based on business necessity, merit, and qualifications without regard to race, color, religion, creed, sex, gender, gender identity, gender expression, sexual orientation, pregnancy, childbirth or related medical conditions, marital status, national origin, ancestry, age, disability, medical condition, genetic information, military or veteran status, or any other status protected under applicable federal, California, or local law. The Company complies with all applicable employment laws enforced by the California Civil Rights Department and the City of San Diego. REASONABLE ACCOMMODATION STATEMENT Snake Oil Cocktail Company provides reasonable accommodation to qualified individuals with disabilities and individuals with sincerely held religious beliefs, practices, or observances in accordance with applicable law. Applicants requiring accommodation during the application or selection process may contact Human Resources. AT WILL EMPLOYMENT DISCLAIMER Submission of an application does not create a contract of employment or guarantee of continued employment. Any employment relationship established will be at will and may be terminated by either the employee or the Company at any time with or without cause or notice consistent with applicable law. AUTHORIZATION TO WORK All candidates must be legally authorized to work in the United States. Proof of authorization will be required upon hire. BACKGROUND CHECK AND PRE-EMPLOYMENT SCREENING Where permitted by law and relevant to the role, offers of employment may be contingent upon successful completion of job related background checks conducted in compliance with the California Fair Chance Act. #J-18808-Ljbffr Snake Oil Cocktail Company