Event Coordinator (Southwest)

varsitybrands; Farmers Branch (TX); On-site; USD 52,000 - 72,000; Full time

Job summary

Varsity Spirit, a Varsity Brands company, is seeking an Event Coordinator in Farmers Branch, TX. You will plan, coordinate, and execute competitions while ensuring safety, profitability, and customer satisfaction.

You will manage budgets, staffing, vendor relations, venue logistics, and cross-functional partnerships throughout the event lifecycle, serving as the on‑site operational lead. The role includes travel and weekend commitments during peak season, with a focus on analysis and process

Responsibilities

• Manage COS for corresponding events.
• Establish event budgets during the planning season and reforecast as needed.
• Actively review, analyze, and negotiate vendor pricing that will convert to actuals against budget.
• Determine and direct departmental spending with direct impact on event budgets.
• Develop reliable financial forecasts and partner with the Finance Manager to produce accurate and timely financial reports.
• Ensure purchase orders are created and event invoices are submitted timely, properly coded, and remain within budget.
• Manage all post‑event settlements, reporting, and payments in a timely and accurate manner.
• Responsible for ensuring margin expectations are achieved for each managed event.
• Conduct post‑event assessments and provide recommendations for process and margin improvements.
• Advance and coordinate a predetermined number of competitions, completing all required planning checklist tasks.
• Partner with cross‑functional teams to ensure alignment and adherence to established best practices.
• Coordinate with venues to develop event diagrams and manage event logistics, including production support, staging, seating, utilities, and related needs.
• Collaborate to assess and determine overall event staffing requirements, as applicable.
• Oversee and/or manage the securing of event contract labor, including security, EMTs, stagehands, riggers, and other required support.

Skills

Budget management

Vendor negotiation

Financial forecasting

Event operations

COS management

Job description

VARSITY SPIRIT, A VARSITY BRANDS COMPANY - THE DRIVING FORCE IN SPIRIT ACROSS CHEER, DANCE, BAND AND YEARBOOK

For over 50 years, Varsity Spirit has been the leading global source for all things spirit, including cheerleading, dance team, performing arts and yearbook. Focused on safety, entertainment and traditional school leadership, Varsity Spirit's 5,000+ employees are dedicated to celebrating school spirit. A leader in apparel innovation, educational camps, clinics, competitions, and yearbook, Varsity Spirit impacts more than a million athletes each year.

OUR COMMITMENT TO SAFETY

At Varsity Spirit, the safety and wellbeing of the young people we serve is of the utmost importance. Since our inception 50 years ago, we have been - and remain - steadfastly committed to doing our part to create a safe and positive environment for our participants' physical, emotional, and social development, and promoting an environment free from abuse and misconduct. Varsity has a zero tolerance for abuse in its programs, events, and associated business activities. Varsity is committed to reporting all suspicions, allegations, and incidents of abuse in full accordance with local laws and reporting requirements. Learn more at Our Commitment to Safety - Varsity.com .

WORK TYPE Onsite

LOCATION DETAILS

14460 Varsity Brands Way, Farmers Branch, TX 75244 or 201 Spruce Dickinson, TX 77539

WORK HOURS

This position is not eligible for relocation assistance . Candidates must currently reside within a reasonable commuting distance of our (Farmers Branch, TX) location and be able to work onsite as required.

Shift hours Monday through Friday in office 8am-5pm

During the peak event season, which runs from October through May , the individual should anticipate being available 2-3 weekends per month to support event operations.

This role requires significant travel and flexibility. Regular event travel and attendance at staff meetings and training are essential components of the position. Event travel will frequently include overnight stays. Event travel (30-40%) and attendance at staff meetings & training required.

HOW YOU WILL MAKE AN IMPACT

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Varsity Brands is looking to hire a Event Coordinator - in Farmers Branch. The Event Coordinator is an important member of our Varsity Spirit operations team, ultimately responsible for planning, coordinating, and executing assigned competitions while ensuring operational excellence, financial performance, safety, and customer satisfaction.

This role manages event budgets, staffing, vendor relationships, venue logistics, and cross-functional partnerships throughout the event lifecycle. Serving as the primary operational lead for assigned events, the Event

Coordinator drives successful event execution through detailed planning, effective communication, sound decision-making, and leadership of onsite event staff responsible for ensuring that their given events achieve goals in various areas including safety, event profitability, operational efficiencies, and overall customer and staff satisfaction. This person should be analytical, organized, detailed and process driven.

WHAT YOU WILL DO

• Manage Cost of Sales (COS) for Corresponding Events
• Establish event budgets during the planning season based on divisional goals and historical event margins; manage within approved budgets and reforecast as needed throughout the season.
• Actively review, analyze, and negotiate vendor pricing that will convert to actuals against budget.
• Determine and direct departmental spending with direct impact on event budgets.
• Develop reliable financial forecasts and partner with the Finance Manager to produce accurate and timely financial reports.
• Ensure purchase orders are created and event invoices are submitted timely, properly coded, and remain within budget.
• Manage all post‑event settlements, reporting, and payments in a timely and accurate manner.
• Responsible for ensuring margin expectations are achieved for each managed event.
• Conduct post‑event assessments and provide recommendations for process and margin improvements.

Office Responsibilities

• Advance and coordinate a predetermined number of competitions, completing all required planning checklist tasks.
• Partner with cross‑functional teams to ensure alignment and adherence to established best practices.
• Coordinate with venues to develop event diagrams and manage event logistics, including production support, staging, seating, utilities, and related needs.
• Collaborate to assess and determine overall event staffing requirements, as applicable.
• Oversee and/or manage the securing of event contract labor, including security, EMTs, stagehands, riggers, and other required support.
• Coordinate with third‑party e