Administrative Coordinator

Event Coordinator Opportunity

Robert Half has a very fun and exciting job opportunity with one of top clients in San Mateo. Our client is seeking an energetic, organized, and customer-focused Event Coordinator to support the planning and execution of events at a busy private event venue in San Mateo. This role will work closely with clients, vendors, staff, and event teams to ensure events are organized, well-coordinated, and delivered with a high level of service.

The ideal candidate is personable, detail-oriented, and comfortable managing multiple moving pieces in a fast-paced event environment. This is a hands-on opportunity for someone who enjoys working with people, coordinating logistics, and helping create memorable guest experiences.

Key Responsibilities

• Coordinate the planning and execution of weddings, parties, corporate events, fundraisers, and other private functions.
• Serve as a primary point of contact for clients throughout the event planning process.
• Communicate with clients regarding event details, menus, guest counts, timelines, setup requirements, and special requests.
• Coordinate event logistics with catering staff, kitchen teams, vendors, and venue personnel.
• Prepare and maintain event schedules, timelines, floor plans, guest counts, and other event documentation.
• Assist with room setup, tables, seating arrangements, décor, signage, and event materials.
• Conduct event walkthroughs and help ensure the venue is prepared prior to guest arrival.
• Monitor events during execution and quickly address questions, changes, or unexpected issues.
• Coordinate food and beverage service to ensure timing and presentation meet client expectations.
• Assist with vendor coordination, deliveries, rentals, entertainment, and other event-related services.
• Help manage event-related administrative tasks, including invoices, deposits, contracts, and client communications.
• Maintain a professional, welcoming presence and provide exceptional customer service throughout each event.
• Assist with post-event breakdown, inventory, and ensuring the venue is left organized and ready for the next event.
• Support additional administrative and operational needs as required.