Venue Operations Coordinator Private Events - Armature Works

Armature Works is a premier, historic venue in the heart of Tampa’s Heights District. Combining a dynamic mix of restaurants, event spaces, and community-driven experiences, Armature Works is a destination for private events, corporate gatherings, weddings, and more. Our mission is to provide exceptional service in a lively, elegant setting that exceeds client expectations. We are looking for a Venue Operations Coordinator to join our Private Events team.

This is a fast-paced, hands-on role that requires a dedicated individual with a passion for event operations and customer service. The Venue Operations Coordinator will be responsible for the successful execution of private events, collaborating closely with the Sales and Event teams, and ensuring smooth operational processes from set-up to breakdown.

Job Summary The Venue Operations Coordinator is responsible for supporting the execution of a wide variety of private events, including social, corporate, and non-profit gatherings. Working closely with the Venue Operations Manager and other team members, the Coordinator will assist with event logistics, back-of-house prep, and on-site execution. The role requires excellent organizational skills, attention to detail, and a strong ability to interact professionally with both clients and vendors.

The Venue Operations Coordinator is the face of Armature Works during events and plays a critical role in ensuring that guests and clients receive exceptional service. This position is currently only open to local candidates who are familiar with the Tampa area and available to work on-site. Supervisory Responsibilities None. Duties/Responsibilities Pre-Event Coordination & Logistics

• Event Preparation:
  Attend weekly production meetings with the Sales and Event teams to review the details and logistics of upcoming events. Ensure that all operational elements are understood and ready for execution.
• Event Plan Creation:
  Develop and manage detailed event plans, including job-specific duties for event staff (set-up, break-down, logistics) based on event requirements. Create timelines, checklists, and floor plans to ensure that all tasks are completed efficiently.
• Equipment Preparation:
  Complete equipment prep-sheets for each event, outlining specific needs for rentals, furniture, AV equipment, décor, and other supplies. Ensure that all equipment is accounted for and prepared for the event.
• Back-of-House Paperwork:
  Maintain all necessary documentation for the setup team and event staff, including event orders, floor plans, vendor details, and specific event notes. Work closely with the Event Coordinators to ensure that all details are accurate and up-to-date.

Event Execution & On-Site Management

• Set-Up Oversight:
  Supervise and coordinate the set-up of event spaces, ensuring that each space is prepared according to the approved floorplan and event order. Ensure that all event-specific needs are met, including furniture arrangements, décor placement, and vendor requirements.
• Vendor Coordination:
  Communicate with and oversee on-site vendors (caterers, rental companies, planners, etc.) to ensure that they are following the event schedule and providing the necessary services.
• Staff Supervision:
  Manage event staff during the entire event process, ensuring that everyone is following the event timeline and completing their duties. Provide leadership and direction to the set-up and clean-up teams as needed.
• Guest Interaction:
  Act as a point of contact for guests, vendors, and clients throughout the event, ensuring that all needs are met and any concerns are addressed promptly and professionally.
• Event Execution Support:
  Provide assistance during events as needed, including troubleshooting any last-minute issues or changes. Ensure the event runs smoothly, and ensure that all guest expectations are met.
• Post-Event Breakdown:
  Supervise the breakdown and clean-up of event spaces, ensuring all equipment is returned, the space is cleaned, and the venue is ready for the next event. Ensure that event staff follow safety and operational protocols during this process.

Post-Event Documentation & Reporting

• End-of-Night Reports:
  Complete post-event reports summarizing the event details, any issues encountered, and overall performance. Submit these reports to the Venue Operations Manager to ensure clear communication and help with future planning.
• Inventory Tracking:
  Check the status of event inventory and report any discrepancies or damage. Ensure that all event…