Private Event Venue Coordinator - Armature Works

Three Oaks Hospitality; Tampa (FL); On-site; USD 42,000 - 62,000; Full time

Job summary

Armature Works in Tampa invites an organized Venue Coordinator to ensure seamless planning and execution of private and corporate events. You will be the client’s main point of contact from planning through completion, coordinating with operations and event teams to maintain high service standards.

You will oversee logistics, vendor coordination, and on-site supervision, delivering exceptional experiences while handling contracts, invoicing, and post-event follow‑ups.

Qualifications

• Minimum of 2 years of experience in event coordination, with a focus on weddings, private events, or corporate functions.
• Strong understanding of event logistics and vendor management.

Responsibilities

• Oversee client communication and planning from initial contact through event completion.
• Coordinate setup, AV, decor, catering, and floorplans according to client orders.
• Manage contracts, invoicing, deposits, and payments ensuring financial accuracy.

Skills

Event coordination

Vendor management

Hospitality standards

Tools

MacOS

G Suite

MS Office

Job description

About Armature Works: Armature Works is a vibrant, historic venue located on the Tampa Riverwalk. This unique, mixed-use space is home to a variety of innovative eateries, the Heights Public Market, and several dynamic event spaces, combining rich history with modern design. With over 20,000 square feet of event space across four distinct venues, Armature Works is a premier destination for private events, weddings, corporate gatherings, and community events.

We are seeking a Venue Coordinator to join our team—a highly organized, enthusiastic, and customer-focused individual who will ensure the seamless planning and execution of events, maintaining the highest standards of service and attention to detail.

Job Overview

As the Venue Coordinator, you will serve as the primary point of contact for clients, ensuring their events are executed smoothly and efficiently from start to finish. Your role is crucial to delivering an exceptional client experience, from initial planning and coordination through to event completion. You will work closely with the Operations and Event Management teams, supporting the day-of execution and overseeing logistics, while maintaining a high level of professionalism and client satisfaction.

Key Responsibilities

Client Communication & Event Planning

• Client Liaison: Act as the primary point of contact for all clients before, during, and after their events, maintaining a professional and positive relationship at all times.
• Event Detailing: Collaborate with clients to understand their specific needs and vision, and translate that into clear, actionable event orders. This includes gathering details such as catering preferences, beverage orders, floorplans, timelines, and third-party rentals (AV, décor, etc.).
• Vendor Coordination: Oversee communication and coordination with preferred vendors (caterers, florists, entertainment, etc.), ensuring all vendor requirements and logistical needs are met.
• Contract & Invoicing Management: Prepare, review, and maintain event contracts, ensuring all terms are clear and accurate. Manage invoicing, process payments, and track deposits in a timely manner to ensure financial accuracy.

Event Logistics & Execution

• Event Setup: Oversee the opening, preparation, and setup of event spaces according to client specifications and event orders. Ensure all furniture, décor, AV equipment, and other rentals are in place and functioning properly.
• Logistical Coordination: Manage all event logistics to ensure the flow of the event is seamless, including the coordination of food and beverage service, guest arrivals, and transportation (if applicable).
• Day-of Event Supervision: Supervise the event from start to finish, ensuring all operations align with the client’s vision. Address any last-minute changes or challenges with a calm, solutions-oriented approach. Monitor timelines and ensure that the event adheres to scheduled start times, transitions, and end times.
• Client Relations: Maintain excellent communication with clients during their events, addressing any questions or concerns promptly to ensure satisfaction.
• Vendor Support: Oversee the arrival, setup, and breakdown of external vendors. Ensure that each vendor has the resources and access they need to execute their services as planned.

Operations Support & Post-Event Duties

• Event Breakdown: Coordinate the breakdown and clean-up of event spaces after the event, ensuring that all rentals, décor, and equipment are returned and that the venue is restored to its original condition.
• Inventory Management: Track the status of inventory, ensuring that equipment and materials are well-maintained and replenished as needed for future events.
• Feedback & Continuous Improvement: Gather client feedback post-event to continually improve the client experience and event execution. Address any operational challenges with the team to refine and improve future events.

Qualifications

• Experience: Minimum of 2 years of experience in event coordination, with a focus on weddings, private events, or corporate functions.
• Knowledge: A strong understanding of event logistics, vendor management, and hospitality standards.
• Skills: Proficient in MacOS, G Suite (Google Docs, Sheets, etc.), and Microsoft Office Suite (Word, Excel, Outlook).

Familiarity with event management software and CRM platforms is a plus.

Strong written and verbal communication skills, with the ability to interact effectively with clients, vendors, and team members.

Excellent organizational skills with the ability to manage multiple projects and tasks simultaneously in a fast-paced environment.

Attention to detail, especially in the execution of event plans and client requirements.

• Work Schedule: Must be able to work flexible hours, including nights, weekends, and occasional holidays, as required for event scheduling.
• Attributes: A customer-service oriented attitude with the ability to remain calm under pressure.

Proactive, solutions-oriented, and able to anticipate needs and resolve problems efficiently

A passion for event planning and creating memorable experiences for clients.

Why Join Us?

• Dynamic Environment: Work in a historic, vibrant venue that attracts a diverse range of events and clients.
• Growth Opportunities: Armature Works offers opportunities for career advancement and skill development in event management.
• Team Culture: Join a collaborative, passionate team that thrives on teamwork, creativity, and providing exceptional service.