Events Coordinator

## Description We are seeking a dedicated professional to expertly coordinate and manage events and catering throughout Nova Hospitality’s various venues and concepts. Coordinating and overseeing the seamless execution of events is the primary function of our Event Coordinator. This encompasses managing logistics, coordinating effectively with event sales, venue management, chefs, and vendors, and ensuring the efficient oversight of operational facets such as venue management, staffing, and budget control. From initial planning through delivery and post-event follow-up, you will hold responsibility for managing every stage of event operations. This role encompasses a broader range of food and beverage operations, including catering. To excel here, you must have a passion for hospitality, a calm demeanor under pressure, and a flexible schedule that includes evenings and weekends. ### Event Planning & Coordination - Timelines & Deadlines: Develop detailed event timelines and ensure all critical planning milestones and deadlines are met. - Internal Team Alignment: Coordinate logistics across culinary, bar, operations, facilities, and leadership teams, seamlessly adapting to the specific requirements of each event site. - Staffing & Rosters: Create staff schedules, coordinate staffing needs directly with venue management and department leaders, and assume full scheduling responsibility for off-site or non-standard event locations. - Documentation & Communication: Prepare and distribute event timelines, floor plans, production notes, internal communications, and signage/setup requirements to the appropriate departments. - Vendor & Logistics Management: Coordinate all external vendor logistics, including load-in/load-out schedules, deliveries, entertainment, AV, décor, permits, and rentals. - Administrative Organization: Maintain highly accurate, up-to-date event files, master calendars, and planning documents. ### Operations, Budget & Administration - Event Readiness & Communication: Monitor event readiness, process event changes, and proactively communicate operational needs and revisions to all departments in advance. - Financial Management: Track event budgets and review final billing adjustments to ensure profitability and accuracy; ensure all event documentation is complete. - Post-Event Closeout: Complete comprehensive post-event closeouts, including detailing recap notes, finalizing invoices, and submitting internal reporting. - Team Collaboration: Participate in weekly operations and events meetings, providing structured updates on upcoming events, staffing needs, and potential challenges. - Compliance: Ensure strict compliance with all relevant health, safety, and operational regulations at all times. - Continuous Improvement: Collect client feedback post-event and communicate opportunities for service and operational growth to the leadership team. ### On-Site & Event Execution - Act as the primary on-site liaison for clients, vendors, and internal staff from event setup through breakdown, delivering run-of-show instructions to the team. - Coordinate day-of logistics, including timeline management, floor plan configurations, and vendor arrivals. - Support multiple events simultaneously while maintaining exceptional attention to detail. - Address and resolve on-site challenges quickly and calmly to maintain a seamless guest experience. - Maintain clear, proactive communication with clients to ensure their vision is executed perfectly within venue guidelines. ### Qualifications & Requirements - 3+ years of experience in hospitality, events, catering, or venue operations preferred. - Excellent organizational and time management skills with the ability to manage multiple events simultaneously. - Strong written and verbal communication abilities. - Ability to remain calm under pressure and make sound decisions quickly, without on-site management backup. - Comfortable traveling to and working independently at varied event locat…