Event Venue Coordinator

This is a Full Time Job

You are hiring a Venue Coordinator. You will be the bridge between initial event planning and flawless execution. Reporting to the Facilities Manager, you will serve as the primary on-site representative and single point of contact for external and internal hosts.

From the final weeks of planning through load-in, live execution, and load-out, you will ensure events in our premier screening room, indoor spaces and outdoor spaces run like clockwork. This role requires the flexibility to work nights and weekends as needed to support scheduled events.

Events are primarily hosted by our brand events teams, and this role supports their vision and planning from a facilities perspective. While event execution is a core focus, the Venue Coordinator also collaborates closely with the facilities team to manage day-to-day operations, oversee varied tasks, and handle special projects—ensuring our space is always at its best, even outside of active event hours.

What You Will Do:

Event Day & On-Site Management
• Command the Floor: Serve as the on-site venue representative for screening rooms, indoor lounges, studios, and outdoor spaces from initial load-in to final load-out.
• Real-Time Troubleshooting: Actively monitor attendee flow, safety conditions, and facility functionality. Proactively jump in to resolve or escalate issues with building management or engineering.
• Vendor & Policy Supervision: Ensure external hosts and vendors strictly adhere to approved schedules, space parameters, and building policies. Directly manage any venue-provided vendors (e.g., in-house projectionists).
• Incident Reporting: Conduct formal pre- and post-event walkthroughs to document venue conditions, track any structural damages, and log operational incidents.

Pre-Event Strategy & Logistics
• Client Onboarding: Act as the primary, welcoming point of contact for hosts to gather space requirements, tech needs, and scheduling details.
• Layout & Flow: Finalize room setups, seating plans, and floor plans, ensuring compliance with building safety and capacity. Coordinate catering, food and beverage requirements and service needs. Develop and maintain event timelines and venue related run-of-show details.
• Tech & Media Management: Coordinate AV, screening, projection, and digital display needs. Gather presentation media and schedule vital tech rehearsals and walkthroughs.
• Vendor & Compliance Prep: Collect and track vendor Certificates of Insurance (COIs), distribute building rules, and communicate strict load-in/out guidelines.
• Internal Alignment: Submit and track operational requests for internal teams, including IT, Security, Facilities, and Environmental Services (Cleaning).

Post-Event Wrap-Up
• Feedback & Recaps: Distribute client surveys, gather feedback, and compile comprehensive event recap notes.
• Continuous Improvement: Provide actionable recommendations to internal stakeholders to improve future venue operations and address any pending maintenance requests.

What You Bring:
• Experience: 2–4 years of experience in venue coordination, event management, hospitality, or facilities operations.
• Flexibility: Full availability to work a non-traditional schedule, including evenings and weekends based on the event calendar.
• Communication: Exceptional interpersonal and customer service skills; ability to remain calm, authoritative, and polite under high-pressure live event situations.
• Organization: Laser-focused attention to detail with the ability to manage multiple event timelines and logistics simultaneously.
• Technical Savvy: Comfort with baseline AV/tech setups, floor plan software, and standard project management tools (e.g., Excel, Google Workspace, Slack).
• Physical Requirements: Ability to be on your feet for extended periods and lift/move event setups (up to 30-40 lbs) as required.

At PMC, we believe working in a highly collaborative, office-first environment fosters real-time communication, spontaneous idea sharing, and stronger interpersonal relationships that drive innovation and team cohesion. PMC prioritizes in-person collaboration and does not offer remote-only roles.