Coordinator, Show Operations

Houston Livestock Show and Rodeo; Houston (TX); On-site; USD 42,000 - 55,000; Full time

Job summary

Houston Livestock Show and Rodeo is seeking an administrative professional to support the Director, Show Operations and Manager, Operations, handling clerical tasks, scheduling, and coordination for committees.

You will manage committee logistics, maintain records, prepare layouts with AutoCAD, and assist with on-site event setup and post-event follow-up at the Houston venue.

Qualifications

• Bachelor's degree from a four-year College or University or 1–2 years related experience and/or training in event planning/hospitality services.

Responsibilities

• Serve as staff coordinator and primary point of contact for assigned committees, coordinating planning, communications, schedules, records, and operational needs with committee leadership, volunteers, and internal departments.
• Maintain committee action plans, calendars, rosters, budgets, and required pre-Show and post-Show documentation; track follow-up items and escalate to Manager, Operations.
• Coordinate committee meetings, orientations, work sessions, and events, including space layouts, equipment, materials, vendor services, staffing, onsite support, and follow-up documentation.
• Manage committee supplies, apparel, merchandise, recognition items, furniture, tents, golf carts, signage, and related equipment; support Rodeo Express transportation by maintaining schedules and records.
• Coordinate assigned events and functions from planning through post-event follow-up, maintaining timelines, space assignments, service requirements, staffing requests, and final reports.
• Prepare and update event layouts, floor plans, room diagrams, parking plans, maps, signage, and site logistics documents using AutoCAD.
• Maintain accurate event data in Momentus and other approved systems; help maintain checklists and SOPs and perform other assigned duties.

Skills

Event coordination

Organizational skills

Prioritization

Problem solving

Communication skills

Education

Bachelor's degree in event planning/ hospitality services

Tools

Outlook

Excel

Word

NetSuite

Job description

Summary

Under direct supervision, provides clerical and administrative support to the Director, Show Operations and Manager, Operations. Coordinates related department activities and committee events and is responsible for all administrative duties.

Summary

Under direct supervision, provides clerical and administrative support to the Director, Show Operations and Manager, Operations. Coordinates related department activities and committee events and is responsible for all administrative duties.

ESSENTIAL DUTIES AND RESPONSIBILITIES

include but are not limited to the following:

• Serve as staff coordinator and primary point of contact for assigned committees, including Rodeo Express and Events & Functions, coordinating routine planning, communications, schedules, records, and operational needs with committee leadership, volunteers, and internal departments.
• Maintain committee action plans, calendars, rosters, parking assignments, budgets, and required pre-Show and post-Show documentation. Communicate approved policies, deadlines, and decisions; track follow-up items; and escape exceptions or significant concerns to the Manager, Operations.
• Coordinate committee meetings, orientations, work sessions, and events, including space layouts, equipment, materials, vendor services, staffing, onsite support, and follow-up documentation.
• Manage committee supplies, apparel, merchandise, recognition items, furniture, tents, golf carts, signage, and related equipment, including inventories, deliveries, distribution, returns, invoices, and expense tracking. Support Rodeo Express and related transportation operations by maintaining schedules, routes, contacts, parking records, service requests, and operational materials.

Show Operations Departmental Responsibilties

• Coordinate assigned events and functions from planning through post-event follow-up, maintaining timelines, schedules, space assignments, service requirements, staffing requests, records, and final reports. Gather complete requirements and route items requiring approval or escalation to the Manager, Operations.
• Coordinate event logistics and services with internal and external departments, venue partners, vendors, contractors, caterers, transportation providers, parking partners, security teams, volunteers, hotels, and outside organizations. Track open requirements and elevate contract, safety, service, or schedule concerns.
• Prepare and update event layouts, floor plans, room diagrams, parking plans, maps, signage, instructions, and site logistics documents using AutoCAD. Verify capacities, equipment placement, access needs, guest flow, and other execution details before distribution.
• Support onsite setup, event execution, transportation and parking operations, and breakdown by confirming vendor arrivals, room readiness, equipment placement, staffing coverage, signage, and completion of assigned tasks. Resolve routine issues and promptly elevate safety concerns, service failures, or material changes.
• Maintain accurate event and operational data in Momentus and other approved systems, including schedules, reports, purchasing records, presentations, meeting materials, and post-event documentation. Help maintain departmental checklists, instructions, and standard operating resources, recommend practical improvements, and perform other assigned duties.

Supervisory Responsibilities

This job will have supervisory responsibilities to oversee temporary staff and contractors.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION And/or EXPERIENCE

Bachelor's degree from a four-year College or University; or one to two years related experience and/or training in event planning/ hospitality services.

Language Skills

Ability to interpret business, technical and regulatory information; prepare reports, correspondence and procedures; and communicate effectively with leadership, partners, customers, and the public.

Other Skills And Abilities

Requires ability to work independently, make independent judgments and problem-solving by collecting data, establishing facts, drawing conclusions. Must have experience with coordinating events. Must have organizational and prioritization skills. Have a working knowledge of computer skills including Outlook, Excel, Word, and NetSuite.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. The employee may be required to sit, stand, climb, balance, stoop, kneel, crouch or crawl. During the Show, the employee may be required to frequently walk to various places on the grounds. The employee may be required to lift and/or move 15 or more pounds. Extended work hours required, especially during peak periods. The employee may be on feet for up to sixteen hours per day during set-up and the Show.

WORK ENVIRONMENT

The role operates in offices, events, outdoor and operational settings. Work may involve exposure to crowds, vehicles, loud noise, inclement weather, dust, chemicals, animals and emergency or incident situations, with reasonable accommodation as applicable.