Event Operations Coordinator

Palm-Beach-Atlantic-University; West Palm Beach (FL); On-site; USD 45,000 - 65,000; Full time

Job summary

Palm Beach Atlantic University is seeking an Event Operations Coordinator to manage external events and third-party venue rentals across campus venues. You will serve as the primary operational contact for external clients, including summer camps, conferences, community organizations, and other partners.

Responsibilities include coordinating logistics, setup, teardown, site visits, and vendor relations while ensuring compliance with university policies.

Qualifications

• 1+ years of experience in customer service, hospitality, events support, or office administration.

Responsibilities

• Coordinate logistics and execution of external events across university venues, including camps, conferences, concerts, lectures, and community programs.
• Serve as the primary operational contact for external clients, manage site visits, setup requirements, and facility readiness.
• Oversee event setup/teardown and direct student event staff; support contract administration and billing; ensure policy compliance.
• Coordinate proposals, meetings, site visits, and cross-functional support; accommodate non-routine hours as needed.

Skills

Customer Service

Professionalism

Adaptability

Attention to Detail

Confidentiality

Creativity

Communication

Trust Building

Problem-solving

Time Management

Teamwork

Education

Associate's degree or equivalent in Hospitality, Event Management, Business, Communications, or related field

Job description

SUMMARYIn support of the university's mission and objectives, the Event Operations Coordinator is responsible for coordinating and executing external events and third-party venue rentals held across university venues. The Coordinator serves as the primary operational contact for external clients, including summer camps, conferences, community organizations, and other external partners. This position supports event logistics, contract administration, billing, client communications, and onsite event operations while ensuring compliance with university policies and procedures. This role requires the ability to work a flexible schedule that may include evenings and weekends based on event needs.Event Planning and CoordinationServes as the primary operational contact for external clients utilizing university facilities.Coordinates logistics and execution of external events including summer camps, conferences, concerts, guest lectures, athletic rentals, and community programs.Conducts client site visits and assists with event planning, setup requirements, and facility readiness.Coordinates event setup and teardown activities and provides direction to assigned student event staff.Supports community outreach efforts and relationship-building initiatives that promote university venues and attract mission-aligned events.Maintains event supplies and coordinates routine inspection of event-related equipment.Contract Administration and Revenue SupportServes as the primary operational contact for external clients utilizing university facilities.Coordinates logistics and execution of external events including summer camps, conferences, concerts, guest lectures, athletic rentals, and community programs.Conducts client site visits and assists with event planning, setup requirements, and facility readiness.Coordinates event setup and teardown activities and provides direction to assigned student event staff.Supports community outreach efforts and relationship-building initiatives that promote university venues and attract mission-aligned events.Maintains event supplies and coordinates routine inspection of event-related equipment.Administrative SupportManages external event inquiries received through departmental communication channels.Coordinates client meetings, site visits, and event walkthroughs.Supports proposal and RFP submissions related to external event opportunities.Provides cross-functional support to Auxiliary Operations departments.Other duties as assigned.EDUCATIONPost high school training required; Associate's in Hospitality, Event Management, Business, Communications, or related field preferred.EXPERIENCE1+ years of experience in customer service, hospitality, events support, or office administration, required.ESSENTIAL COMPETENCIESCustomer Service Orientation – Keeps internal and/or external key stakeholder(s), students, parents, faculty, staff and community partners in mind at all times.Professionalism – Displays a high level of professionalism, e.g. timeliness, reliability, communication, and work ethic.Christ-first Faith – Provides spiritual support to community members, including students, on their Christian faith journey.Adaptable/Flexibility – Ability to change or adjust to change.Attention to Detail – Ability to efficiently and accurately focus on a specific task or number of tasks. Reviews details with a critical eye.Confidentiality – Maintains the necessary confidentiality and discretion required for the position.Creativity – Ability to think creatively and design creative solutions to problems.Effective Communication – Expresses ideas and information in a clear and concise manner both verbally and in writing to convey clear, well-articulated messaging across a wide variety of audiences.Establishes Trust – Gains the confidence of others by actions and words that promote being honest, forthcoming, and vulnerable.Problem-solving – Anticipates, evaluates, diagnoses, and resolves problems in a systematic and fact-based manner.Project and Time Management – Effective planning and priority setting. Ability to manage several complex projects simultaneously while working under pressure to meet deadlines.Teamwork & Collaboration – Creates a climate that fosters commitment to a common vision and shared values that promote cooperation and working together through trust and support of others both departmentally and cross-functionally.ADDITIONAL REQUIREMENTSAbility to work non-routine hours during certain times of the year.Ability to sit for prolonged periods of time.Ability to traverse campus and stairs.Ability to lift/move objects up to 75 pounds.