On‑Site Special Events Maestro

Greenleaf Hospitality Group; Kalamazoo (MI); On-site; USD 42,000 - 62,000; Full time

Job summary

Wings Event Center seeks a Special Events Coordinator to plan, detail, and execute events with a focus on guest experience and seamless operations. You will work with the Special Events Manager and internal teams to translate client requirements into clear action plans.

You will be the on-site point of contact, manage event documents, layouts, and schedules, and coordinate with departments and vendors to ensure successful events and post-event follow-up.

Qualifications

• Previous experience working in events, hospitality, venue operations, or related field is required.
• Experience with event booking, management, or ticketing platforms preferred.
• Working knowledge of Google Workspace (Gmail, Docs, Sheets).
• Experience with AutoCAD, Event Draw, or similar design platforms preferred.
• Experience with Canva, Instagram, Facebook and other creative media outlets.
• Ability to learn Momentus and other event management systems.
• Ability to learn the venue’s ticketing system and how ticketing impacts operations.
• Strong organizational skills and attention to detail.
• Strong written and verbal communication skills.
• Ability to manage multiple events, deadlines, and priorities.

Responsibilities

• Detail, coordinate, and execute assigned events with the Special Events Manager.
• Serve as on-site contact for events and provide operational support before, during, and after.
• Create and maintain production sheets, event orders, layouts, and schedules for internal teams.
• Coordinate client needs with Food & Beverage, Engineering, Set Up, Guest Relations, Security, Marketing, and others.
• Utilize Momentus for scheduling, contracting, detailing, billing, and client information.
• Create/update event layouts and seating using AutoCAD web or Event Draw.
• Respond to inquiries, gather event details, qualify opportunities for sales progression.
• Manage setup, load-in/out, vendor coordination, merchandise, and other logistics.
• Monitor guest flow and safety; communicate changes to staff and departments.
• Post-event follow-up including settlements, surveys, and damage assessments.

Skills

Event coordination

Communication

Organization

Customer service

Team collaboration

Problem-solving

Adaptability

Time management

Tools

AutoCAD

Event Draw

Momentus

Google Workspace

Canva

Job description

Wings Event Center seeks a Special Events Coordinator to plan, detail, and execute events with a focus on guest experience and seamless operations. You will work with the Special Events Manager and internal teams to translate client requirements into clear action plans.

You will be the on-site point of contact, manage event documents, layouts, and schedules, and coordinate with departments and vendors to ensure successful events and post-event follow-up.