Event Operations 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.

• 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.

• 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.

• 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.

We’re looking for someone who brings organization, communication, professionalism, initiative, and accountability to the position.

• 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.

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…