Event Operations Coordinator

Chelsea-Piers-New-Yor; New York (NY); On-site; USD 50,000 - 65,000; Part time

Job summary

Chelsea Piers Field House in New York is seeking an Event Operations Coordinator to manage all aspects of event operations, with a strong emphasis on birthday parties. You will coordinate sales-to-planning-to-execution workflows and ensure outstanding customer service in a fast-paced environment.

The role requires strong organization, reliability, and the ability to juggle multiple events weekly while maintaining precision and a positive client experience.

Qualifications

• Minimum of Bachelor’s Degree.
• Proficiency in Microsoft Office.
• At least two years of sales or operations experience.
• Excellent communication and customer service skills.
• Ability to multi-task in a fast-paced environment.

Responsibilities

• Manage and oversee party and event staff to ensure SOPs and high-quality service.
• Schedule staff for field house parties & events, including school groups, team buildings, corporate events, rentals, parties, photoshoots, and complex-wide outings.
• Communicate weekly party and event schedules with applicable coaches and managers.
• Submit cake and catering orders to appropriate vendors and manage invoices.
• Create the weekly schedule for upcoming weekend parties with all party details and track inventory.
• Assist with hiring, training, and supervising Field House Party & Special Event staff; support customer service.

Skills

Customer service

Multitasking

Communication

Organization

Problem solving

Education

Bachelor's Degree

Tools

Microsoft Office

Job description

About Chelsea Piers:At Chelsea Piers you will find colleagues who are passionate about what we do. Careers at Chelsea Piers offer unmatched facilities, excellent benefits, and proven career growth opportunities for people who are passionate about transforming the lives of our community through sports, fitness, and event experiences.About the Opportunity:The Chelsea Piers Field House is looking for a talented individual to join our Events team. The Event Operations Coordinator will work in a fast-paced environment, handling all aspects of event operations and execution — with a heavy focus on our birthday party program, one of the highest-volume, highest-visibility parts of our business — plus related administrative tasks.This position reports to the Field House Director of Events and works side by side with our Birthday Party and Special Events sales team to ensure a seamless customer experience from sales to planning to execution. Given the volume of parties run each week, this role requires someone who can juggle multiple events at once without losing precision on any one of them. The Event Operations Coordinator should be an outgoing individual with exemplary customer service skills, highly organized, detail-oriented, and calm under pressure.As the Event Operations Coordinator, you will be expected to:Manage and oversee party and event staff to ensure the SOPs are being followed and a consistent high quality of service is being renderedSchedule staff for all Field House parties & events, including school groups, team buildings, corporate events, rentals, parties, photoshoots, and complex-wide outingsCommunicate and confirm weekly party and event schedules with applicable coaches and managersServe as liaison to all approved Chelsea Piers caterers and third-party vendors, including invoices and timely paymentsSubmit cake and catering orders to appropriate vendorsWork closely with other Field House directors to ensure events, parties, and programming run successfully & safely togetherCreate the weekly schedule for upcoming weekend parties with all party detailsOrganize, track and reorder all party and event inventory and suppliesCreate unified and consistent SOPs for events including:Birthday PartiesTeam BuildingBar/Bat MitzvahsAdult Birthday Parties/Bachelor PartiesLocation ShootsSend out feedback surveys to clients after events have concludedShare a daily recap, including successes and complaints; make necessary changes to avoid them in the futureCreate accurate customer invoices and charge parties and events according to contractsAssist with hiring, training, and supervising Field House Party & Special Event staffHelp with Customer Service and overall facility management on a handful of weekend daysSchedule:Part - Time: Sunday & Thursday required; additional days assigned based on event volume. Hours are non-traditional and fluctuate week to week based on the events calendarThese responsibilities are not comprehensive, and can change at any time at the supervisor's discretion.About You:You are punctual, dependable, and professional. You are a proactive self-starter who can identify and solve problems on your own. You will have:Minimum of Bachelor’s DegreeProficiency in Microsoft Office softwareAt least two (2) years of sales and/or operations experienceA positive, can-do attitudeAbility to multi-task in a fast-paced environmentAbility to effectively manage internal and external customers using patience, tact, and diplomacy to diffuse difficult situationsAbility to learn quicklyAbility and willingness to run projects independentlyStrong interpersonal skills to provide overall guest satisfactionExcellent and articulate communication skills with friendly and professional phone and email etiquetteAbility to work a flexible schedule to accommodate event and birthday party bookings, often including evenings and weekendsAbility to work under pressure and meet deadlinesAbility to lift, carry, load, unload, push, and pull up to 20lbsAbility to sit, stand, bend, stoop and walk for the majority of their time at workCPR/AED certification within the first 30 days of hire