Event Services Coordinator - LJWCPA

Victoria College; Center (TX); On-site; USD 42,000 - 54,000; Full time

Job summary

Victoria College is seeking a full-time Event Services Coordinator to manage event details at the Leo J. Welder Center for the Performing Arts in Victoria, TX.

The role covers coordinating setup, scheduling, contracts, room reservations, technical needs and catering to ensure client satisfaction for events starting January 2027. This position requires excellent customer service and communication, a flexible schedule including evenings and weekends, a valid Texas driver’s license, and the ability

Qualifications

• Associate degree required (or two years' relevant experience in lieu of degree).
• Two years of demonstrated experience in event support, hospitality, or customer service required.
• Ability to work a flexible schedule of day, night, weekend and holiday depending on events assigned.
• Familiarity with office equipment and Microsoft Office software.

Responsibilities

• Coordinate servicing of events at LJWCPA, including proposal development, scheduling, room reservations, and catering needs of the client.
• Obtain contracts, event specifications, permits and documentation (insurance) from clients and other departments as required.
• Plan, design and produce events within time limits and to customer satisfaction.
• Meet with clients to work out details of meetings and events, including usage areas, resource requirements, food & beverage, and services; coordinate with production staff, Facilities Services staff, external vendors.
• Specify event staffing requirements, coordinate staffing, and supervise event staff.
• Maintain facility calendar and assist with box office and reception tasks.
• Process invoices, deposits and payments, coordinating reconciliation with Business Office.
• Safeguard Victoria College assets and comply with cultural affairs policies.

Skills

Customer service

Communication

Interpersonal skills

Flexibility

Instruction following

Education

Associate degree or two years' relevant experience

Tools

Microsoft Office

Job description

The Cultural Affairs Department is recruiting for one full time Event Services Coordinator to begin working in January, 2027. This position is responsible for coordinating event details, including set-up activities, schedule and coordinate services, facility calendar and staffing arrangements, for clients and events at the Leo J. Welder Center for the Performing Arts (LJWCPA).

Deadline for submitting an application is Monday, November 30, 2026.

About Our Institution

Victoria College (VC) is a vital public community college located in Victoria, Texas and has been a respected community partner in the Crossroads region since 1925 and continues to offer quality, affordable educational opportunities to help our students achieve their dreams. VC offers a variety of high-quality associate's degrees and transfer programs, preparing students for success in their chosen fields. The college fosters a close-knit community, serving approximately 7,100 students across diverse backgrounds and learning styles, including full-time, part-time, online, veterans, and adult learners.

1. Academic Support & Student Success
2. Allied Health
3. Career & Technical Education
4. Arts, Humanities, & Social Sciences
5. Science, Mathematics, Engineering, & Physical Education

Additionally, VC offers various programs through the Academy of Lifelong Learning, catering to the educational needs of the community.

Living in the Area

Victoria, a charming city with a population of around 67,000, provides a welcoming and affordable environment. Residents enjoy a variety of benefits, including diverse culinary experiences, a rich cultural scene with museums and art galleries, and ample opportunities for outdoor recreation. Victoria boasts over 50 parks and green spaces, including Riverside Park and Spring Creek Greenway, offering scenic walking and biking trails. The city is well-connected with regional transportation networks, including Victoria Regional Airport and multiple bus services. Victoria's cost of living is significantly lower than the national average, making it an attractive option for students and families alike.

1. Coordinate the servicing of events at LJWCPA main building and annex, including but not limited to proposal development, event scheduling, contract negotiations, room reservations, room set up, technical requirements, and catering needs of the client
2. Obtains appropriate contracts, event specifications, permits and documentation (i.e. insurance) from clients and other departments as required
3. Plans, designs and produces events within time limits and to customer satisfaction
4. Meet with clients to work out details of meetings and events, including usage areas, resource requirements, food & beverage, and services; confer with client in the pre-planning and execution of meeting, guiding toward the most effective use of facility and resources; communicates and coordinates client requirements with production staff, Facilities Services staff, external vendors, and others as needed.
5. Specifies event staffing requirements, coordinates event staffing, and participates in supervision of event staffing (e.g. custodians, student workers, housemen, technical, and contract labor)
6. Determines and coordinates on- and off-site bar requirements and production of on- and off-site bar events, ensuring conformity with TABC laws and Victoria College alcohol service policies.
7. Determines and coordinates on- and off-site event ticketing
8. In rotation with other staff, provides house management for events.
9. Monitors events to facilitate operations, respond to emergencies/problems, and proactively handle event service issues
10. Ensure compliance and satisfaction of renters
11. Maintains accurate facility calendar
12. Participates in maintaining website and social media efforts.
13. Process invoices, deposits and payments, coordinating reconciliation and submittal with Business Office
14. Maintains and orders supplies, including event resources, concessions bar and office
15. Assists with box office sales and providing reception for LJWCPA management office as needed
16. Operates personal computer to access e-mail, electronic calendars and other basic office support software
17. Provides feedback and periodic reports to stakeholders
18. Proposes ideas to improve provided services and event quality
19. Uses various software applications, such as spreadsheets, databases, box office, event ticketing and graphics software to enter, create, assemble, manipulate and/or format data and/or reports
20. Full-time position with hours that will vary day/night depending on event(s) assigned
21. While primary assignment is LJWCPA, assists with events at other Cultural Affairs venues as needed
22. Understands that Cultural Affairs hours of operations differs from Victoria College's main campus and academic calendar; and complies with Cultural Affairs hours of operations as driven by client need and event schedules
23. Participates in safeguarding Victoria College assets
24. Performs related work as assigned
25. Serve as facility contact in the absence of manager

1. Associate degree required (or two years' relevant experience in lieu of degree)
2. Two years of demonstrated experience in event support, hospitality, or customer service required
3. Ability to work a flexible schedule of day, night, weekend and holiday depending on events assigned
4. Demonstrated expertise with office equipment including computer, scanner and fax; experience with computer software including Microsoft Office required
5. Familiarity with cashiering, daily deposits and reconciliation practices
6. Excellent customer service, written and oral communication skills; effective interpersonal skills; ability to exercise tact and discretion
7. Must be able to work without close supervision
8. Must be able to read and understand safety information, policies and procedures
9. Must be able to follow written and oral instructions
10. Must be willing to assist Cultural Affairs clients, patrons and Victoria College personnel as appropriate
11. Work collaboratively, communicate and foster relationships with Cultural Affairs users, volunteers, vendors and paid staff
12. Must have a valid Texas Driver's License
13. Must be able to acquire and maintain TABC seller-server certification, food handler certification, crowd manager certification

PREFERRED QUALIFICATIONS

1. Three or more years of demonstrated experience working in a rental venue
2. Familiarity with TABC laws, procedures and enforcement

While performing the duties of this job, the employee is regularly required to use hands and fingers to handle controls, key pads, etc. Will be required to sit and reach with hands and arms as well as, sit, stand and walk. Will be required to push and pull as part of event set up. Must frequently lift and/or move up to 50 pounds while loading office supplies, paper and event set up equipment. Must be able to perform physical tasks such as those listed above from an elevated position (Ladder, lift, etc.). Specific vision abilities required include close vision, some color vision, and the ability to adjust focus from documents to computer screen. Hearing of light to moderate sound is required by this job. The noise level in the work environment is usually moderate.