Events Coordinator - Part-time

Job Summary

The Part-Time Events Coordinator is responsible for supporting the planning, coordination, and successful execution of private and organizational events held at Loggerhead Marinelife Center. This position serves as the primary operational liaison between clients, vendors, and internal departments to ensure every event is executed professionally while providing an exceptional guest experience.

This role requires a highly organized, customer-focused individual who enjoys working in a fast-paced environment, solving problems in real time, and ensuring that events run smoothly from setup through breakdown.

• Coordinate assigned events from final planning through event completion.
• Serve as the primary point of contact for clients during assigned events.
• Prepare and maintain event documentation, schedules, timelines, room diagrams, and event records.
• Communicate event details and updates with clients, vendors, caterers, entertainment providers, and internal departments.
• Assist with maintaining the event calendar and responding to event inquiries in a timely manner.
• Conduct site visits and pre-event meetings with clients as needed.

• Coordinate all logistical aspects of assigned events, including:
• room layouts
• audio/visual needs
• vendor access
• deliveries
• registration areas
• entertainment
• power requirements
• storage needs
• transportation logistics (when applicable)
• Perform venue walkthroughs before each event to verify proper setup and equipment readiness.
• Coordinate vendor load-in and load-out while ensuring compliance with venue policies and schedules.
• Ensure event spaces are restored to organizational standards following each event.
• Complete post-event reports and provide recommendations for continuous improvement.

• Serve as the liaison between the Events Department and internal departments including:
• Facilities
• Guest Services
• Security
• Education
• Catering
• Maintenance
• Audio/Visual support

• Communicate event schedules, setup requirements, and operational needs to ensure seamless event execution.
• Keep the Director of Events informed of issues requiring management attention.

• Deliver exceptional customer service to clients, vendors, guests, and internal stakeholders.
• Respond professionally to client requests and unexpected situations during events.
• Troubleshoot operational issues while maintaining a calm, positive, and solution-oriented demeanor.
• Represent Loggerhead Marinelife Center with professionalism and enthusiasm at all times.

• Associate s degree or coursework in Hospitality Management, Event Management, Communications, or a related field preferred.
• Minimum of two years of experience in event coordination, hospitality, venue operations, or customer service preferred.
• Experience coordinating weddings, corporate events, nonprofit events, or special events is preferred.

• Excellent organizational and time management skills.
• Strong attention to detail.
• Outstanding verbal, written, and interpersonal communication skills.
• Exceptional customer service skills.
• Ability to prioritize multiple projects in a fast-paced environment.
• Strong problem-solving and decision-making abilities.
• Ability to work independently and collaboratively across multiple departments.
• Proficiency with Microsoft Office (Word, Excel, Outlook) and event management software preferred.
• Ability to remain calm under pressure while managing live events.
• Professional appearance and demeanor.

• Approximately 20–28 hours per week.
• Must be available to work evenings, weekends, and holidays based on event schedules.
• Flexible availability for weddings, donor events, corporate rentals, and special programs.
• Ability to work extended hours during large-scale events when necessary.

• This is an hourly, non-exempt, non-essential, part-time position. The successful incumbent may be required to perform tasks beyond the scope of this job description as requested by the supervisor. This recruitment may be used to select candidates for additional open positions. It is our policy that all team members, including newly hired, transferred, and promoted team members, will be carefully monitored and evaluated for an initial introductory 3-month period on the job.
  
  After satisfactory completion of the introductory evaluation, such team members will be evaluated on an annual basis.