Private Events Coordinator

Our story is simple: we’re a real estate company focused on epicenters of innovation for media and tech. That was our Chairman and CEO Victor Coleman’s vision when he founded the company in 2006. Today, from our Los Angeles headquarters, to Silicon Valley, to San Francisco, to Seattle, to Vancouver and beyond, we own, transform, build and operate marquee office and studio properties. Fortune 500, premier growth companies and groundbreaking start-ups, with an emphasis on those in the media and tech industries, call these properties home.

About the Role

The Private Events Coordinator will lead the venue rental program at prominent Hudson Pacific Properties assets, including the historic San Francisco Ferry Building. Reporting directly to the Director of Events and Programming, this position blends event sales, client hospitality, complex logistical coordination, and administrative oversight.

Responsibilities

• Event Sales & Onsite Management (70%)
  • Act as the primary manager for private event sales, onsite coordination, and venue stewardship across key properties.
  • Host tours for prospective clients, planners, and vendors to drive rental bookings.
  • Draft and manage proposals, contracts, event timelines, floor plans, and layout diagrams.
  • Foster strong, collaborative relationships with property management, office tenants, clients, planners, and vendors.
  • Implement, update, and enforce venue policies, safety guidelines, and operating procedures.
  • Manage event staffing schedules to ensure proper coverage for all bookings.
  • Coordinate closely with property management and engineering teams to protect and maintain historic building infrastructure.
  • Navigate and secure required city and regional permits (e.g., SFDPH, SFFD, ABC, BCDC, Port of San Francisco).
  • Maintain accurate inventory records for venue event equipment and assets.
  • Track market trends and maintain active engagement within the local events and hospitality community.
• Administrative & Financial Support (20%)
  • Maintain and distribute a master calendar of private events across departments.
  • Track sales metrics, venue revenue, and booking pipelines.
  • Oversee the end-to-end contracting process and manage client billing alongside accounting and property management.
  • Collect, verify, and archive vendor Certificates of Insurance (COIs).
  • Issue detailed event operational briefs and reminders to internal teams (engineering, custodial, security, office management, and tenants).
• Creative & Cross-Functional Collaboration (10%)
  • Serve as a creative thought partner for broader property programming, activations, and marketing initiatives.
  • Capture occasional onsite photography/media during live events for marketing assets.
  • Handle other operational duties as assigned.

Requirements

• Minimum of two years related work experience in event coordination, venue sales, or hospitality management.
• 4-year degree from accredited college or university preferred.
• Flexible scheduling availability – willingness to work a flexible schedule, including evenings, weekends, and occasional holidays based on event schedules.
• Familiarity with San Francisco permitting processes, city agencies, and historic structure guidelines is highly preferred.

Skills

• Strong creative instincts and ability to collaborate.
• Expert time management and organizational skills.
• Exceptional interpersonal and client-facing skills with a track record of resolving conflicts and securing repeat business.
• Superior time management and multitasking ability in high-pressure, fast-paced environments.
• Strong skills in all Microsoft Office applications, especially Microsoft Word, Excel, and Outlook; familiarity with event management software or floor-planning tools (e.g., Tripleseat, Social Tables) is a plus.