Event Coordinator

Standard Hours: 9:00 AM–6:00 PM with lunch break Schedule: Monday, Tuesday, Thursday, Friday & Saturday Saturday Availability & Event Schedule Flexibility Required Join the Team Behind Incredible Events VEGAs Event Group is looking for an organized, proactive, and personable Event Operations Coordinator to help take our events from confirmed booking to event-ready. We produce entertainment and audiovisual experiences for corporate events, weddings, conferences, nonprofit events, private celebrations, and other special events throughout San Antonio, Central Texas, and beyond. This position plays a key role between our clients and production teams. You’ll help clients through the planning process, collect and organize important event details, coordinate internally with our team, and make sure everyone has the information they need before event day. If you have a background in event coordination, hospitality, venue operations, client services, project coordination, or event planning and enjoy working in a fast-moving environment, we want to hear from you. What You’ll Do Client & Event Coordination Serve as a primary point of contact for assigned clients during pre-event planning. Communicate with clients by phone, email, virtual meetings, and in-person meetings when needed. Conduct planning meetings and guide clients through the information needed for their event. Gather timelines, venue information, entertainment details, audiovisual requirements, setup information, and event logistics. Follow up with clients regarding missing information, decisions, approvals, and deadlines. Help keep events organized and moving forward as event dates approach. Deliver a professional and responsive client experience throughout the planning process. Event Planning & Readiness Review upcoming events to ensure information is complete and accurate. Maintain event notes, timelines, documents, and internal records. Identify missing details, scheduling conflicts, special requirements, and potential problems before event day. Confirm venue access, setup requirements, schedules, contacts, restrictions, and other logistics. Review client changes and communicate updates to the appropriate departments. Help transition events from planning into production and execution. Make sure our event teams have the information they need before arriving on-site. Internal Operations Coordinate with our sales, project management, AV, warehouse, entertainment, and production teams. Participate in event-readiness and production meetings. Communicate changes and updated event requirements internally. Help ensure DJs, technicians, entertainers, and production staff receive accurate event information. Assist with scheduling, calendars, documentation, and event-related administrative responsibilities. Help improve internal processes as our company continues to grow. What We’re Looking For We’re looking for someone who brings organization, communication, professionalism, initiative, and accountability to the position. The ideal candidate is: Highly organized and detail-oriented. Confident and professional when communicating with clients. Comfortable speaking with clients on the phone and conducting meetings. Able to manage multiple clients, events, and deadlines at the same time. Proactive and comfortable taking ownership of responsibilities. Comfortable following up when information is missing. Able to identify potential problems and work toward solutions. Dependable, punctual, and accountable. Tech-savvy and comfortable learning new software. Able to adapt when schedules, priorities, or event details change. Comfortable working with multiple departments and personalities. Interested in events, entertainment, hospitality, or audiovisual production. Preferred Experience Experience in one or more of the following is a plus: Event coordination or event planning Corporate meetings and events Wedding or special-event coordination Hotels, venues, catering, or banquet operations Hospitality Client or customer service Project coordination Entertainment or audiovisual production Administrative coordination Event-industry experience is preferred but not required for the right candidate. We can teach our services, systems, and production process. We’re looking for someone who already brings strong communication, organization, initiative, and follow-through. Schedule & Availability The standard schedule for this position is: Monday, Tuesday, Thursday, Friday & Saturday 9:00 AM–6:00 PM with a lunch break Regular days off are Wednesday and Sunday. Saturday availability is required. Because VEGAs Event Group operates in the live events and entertainment industry, some schedule flexibility is also required. While the normal schedule is 9:00 AM–6:00 PM, event schedules, client needs, production requirements, and peak periods may occasionally require: Later end times Adjusted work hours Occasional availability outside the normal workweek for special events or production needs We make every effort to provide schedules in advance and maintain consistent hours whenever possible. Candidates should understand that events don’t always happen during traditional business hours, so flexibility and reliability are important parts of this position. Compensation $21.00–$24.00 per hour Starting pay will be based on relevant experience, event‑industry knowledge, client‑service experience, organizational ability, and overall qualifications. This Role Is a Great Fit If You… Enjoy working with people, keeping things organized, solving problems, managing deadlines, and seeing all the pieces of an event come together. You like having responsibility and don’t need someone reminding you about every task. You understand that good event operations happen before the event starts—and you take pride in making sure details don’t fall through the cracks. This May Not Be the Right Fit If You… Don’t enjoy communicating by phone. Require the exact same schedule every week with no flexibility. Struggle with changing priorities or multiple deadlines. Prefer waiting for instructions rather than taking initiative. Become easily overwhelmed when plans change. We’re intentionally transparent about these expectations because we’re looking for someone who will enjoy and succeed in the role, not simply fill a position. About VEGAs Event Group VEGAs Event Group is a San Antonio-based entertainment and audiovisual event production company serving corporate, private, nonprofit, and social events throughout Central Texas and beyond. Our services include professional DJs and emcees, audiovisual production, lighting, interactive entertainment, special effects, photo experiences, and other event‑production services. We’re continuing to grow our company, strengthen our systems, and build a team of professionals who take pride in producing exceptional events. We’re looking for people who want more than another job. We want team members interested in learning the event industry, taking ownership of their responsibilities, developing professionally, and growing with our company. Ready to Join Our Team? #J-18808-Ljbffr