Private Events Coordinator (Union Depot)

Key Responsibilities

• Serve as the primary point of contact for assigned private event clients at Union Depot.
• Oversee the entire event process from contract execution to post-event follow-up.
• This includes conducting client walk-throughs, creating event layouts, preparing comprehensive event memos, coordinating with vendors and ensuring client satisfaction through post-event follow up.
• Manage day-of event venue operations including coordination of vendor load-in, ensuring compliance with venue policies, troubleshooting issues and client relations in areas of A/V, customer service and venue-related inquiries.
• Collaborate with Union Depot division leads, building tenants, caterers and other event vendors to ensure each private event is a success.
• Manage event administrative tasks including processing event agreements, invoices, payments and vendor commissions; record all event-related data in proper reports using systems such as Tripleseat, Active Campaign (CRM) and Square (POS); collect and verify vendor invoices.
• Assist with planning and execution of annual open house.
• Attend networking events to promote Union Depot as a premier event venue and build relationships with industry professionals.
• Stay current with event industry trends and best practices to continually improve event offerings and client experiences.
• Participate in regular team meetings and contribute ideas for venue improvements and event enhancements.
• Support the marketing team on Union Depot public events as needed throughout the year.

Qualifications

• Bachelor’s degree.
• Minimum one year of experience in event planning/coordination preferred.
• Proficiency in Microsoft Office Suite.
• Experience with event management software and CRM systems.
• Strong communication and customer service skills.
• Organized and high degree of attention to detail.
• On-the-spot problem solving abilities.
• Ability to work independently and in a team atmosphere.
• Ability to lift more than 25 pounds.
• Ability to be on your feet for several hours.
• Weekend and evening availability.