Private Events Coordinator

Hudson Pacific Properties; San Francisco (CA); On-site; USD 60,000 - 90,000; Full time

Job summary

Hudson Pacific Properties seeks a Private Events Coordinator to lead the venue rental program across iconic assets, including the historic San Francisco Ferry Building. This role blends event sales, client hospitality, and complex logistics with administrative oversight and cross-functional collaboration.

You will report to the Director of Events and Programming and oversee contracts, timelines, floor plans, and permits while building strong relationships with tenants, planners, and vendors.

Qualifications

• Minimum of two years related work experience in event coordination, venue sales, or hospitality management.
• 4-year degree from accredited college or university preferred.
• Flexible scheduling availability – evenings, weekends, and holidays based on event schedules.
• Familiarity with San Francisco permitting processes and historic structure guidelines is highly preferred.
• Strong creative instincts and ability to collaborate.

Responsibilities

• Act as the primary manager for private event sales, onsite coordination, and venue stewardship across key properties.
• Host tours for prospective clients, planners, and vendors to drive rental bookings.
• Draft and manage proposals, contracts, event timelines, floor plans, and layout diagrams.
• Foster strong, collaborative relationships with property management, office tenants, clients, planners, and vendors.
• Implement, update, and enforce venue policies, safety guidelines, and operating procedures.
• Manage event staffing schedules to ensure proper coverage for all bookings.
• Navigate and secure required city and regional permits (SFDPH, SFFD, ABC, BCDC, Port of San Francisco).
• Maintain accurate inventory records for venue event equipment and assets.
• Track market trends and maintain active engagement within the local events and hospitality community.

Skills

Event coordination

Venue sales

Hospitality management

Client relations

Time management

Education

4-year degree from accredited college or university

Tools

Tripleseat

Social Tables

Microsoft Word

Excel

Outlook

Job description

Our story is simple: we’re a real estate company focused on epicenters of innovation for media and tech. That was our Chairman and CEO Victor Coleman’s vision when he founded the company in 2006. He began building a seasoned team, purchased two Hollywood studio lots, and dramatically expanded our California office footprint by taking the company public in 2010.

Today, from our Los Angeles headquarters, to Silicon Valley, to San Francisco, to Seattle, to Vancouver and beyond, we own, transform, build and operate marquee office and studio properties. Fortune 500, premier growth companies and groundbreaking start-ups, with an emphasis on those in the media and tech industries, call these properties home. Our expertise and our industry relationships enable us to access markets and assets ahead of the curve. We concentrate on where the talent is and wants to be—just like our tenants and clients. We work closely with them to find and create the perfect environment, and to provide the services that enable their employees to thrive.

We build, we create value and we’re always looking towards what’s next.

Job Summary:

The Private Events Coordinator will lead the venue rental program at prominent Hudson Pacific Properties assets, including the historic San Francisco Ferry Building. Reporting directly to the Director of Events and Programming, this position blends event sales, client hospitality, complex logistical coordination, and administrative oversight.

What You'll Do:

Event Sales & Onsite Management (70%)

• Act as the primary manager for private event sales, onsite coordination, and venue stewardship across key properties.

• Host tours for prospective clients, planners, and vendors to drive rental bookings.

• Draft and manage proposals, contracts, event timelines, floor plans, and layout diagrams.

• Foster strong, collaborative relationships with property management, office tenants, clients, planners, and vendors.

• Implement, update, and enforce venue policies, safety guidelines, and operating procedures.

• Manage event staffing schedules to ensure proper coverage for all bookings.

• Coordinate closely with property management and engineering teams to protect and maintain historic building infrastructure.

• Navigate and secure required city and regional permits (e.g., SFDPH, SFFD, ABC, BCDC, Port of San Francisco).

• Maintain accurate inventory records for venue event equipment and assets.

• Track market trends and maintain active engagement within the local events and hospitality community.

Administrative & Financial Support (20%)

• Maintain and distribute a master calendar of private events across departments.

• Track sales metrics, venue revenue, and booking pipelines.

• Oversee the end-to-end contracting process and manage client billing alongside accounting and property management.

• Collect, verify, and archive vendor Certificates of Insurance (COIs).

• Issue detailed event operational briefs and reminders to internal teams (engineering, custodial, security, office management, and tenants).

Creative & Cross-Functional Collaboration (10%)

• Serve as a creative thought partner for broader property programming, activations, and marketing initiatives.

• Capture occasional onsite photography/media during live events for marketing assets.

• Handle other operational duties as assigned.

What You'll Need:

• Minimum of two years related work experience in event coordination, venue sales, or hospitality management.

• 4-year degree from accredited college or university preferred.

• Flexible scheduling availability – willingness to work a flexible schedule, including evenings, weekends, and occasional holidays based on event schedules.

• Familiarity with San Francisco permitting processes, city agencies, and historic structure guidelines is highly preferred.

• Strong creative instincts and ability to collaborate.

• Expert time management and organizational skills.

• Exceptional interpersonal and client-facing skills with a track record of resolving conflicts and securing repeat business.

• Superior time management and multitasking ability in high-pressure, fast-paced environments.

• Strong skills in all Microsoft Office applications, especially Microsoft Word, Excel, and Outlook; familiarity with event management software or floor-planning tools (e.g., Tripleseat, Social Tables) is a plus.

Hudson Pacific Properties is proud to be an Equal Opportunity employer. We consider all qualified applicants for employment without regard to race, color, religion, creed, sex, gender identity or expression, national origin, age, disability, medical condition, marital status, sexual orientation, genetic information, protected veteran status, or any other basis protected by applicable law, including federal, state, and local fair chance laws.

Employment is contingent upon completion of applicable screenings in accordance with local laws.

The company uses E-Verify to confirm the identity and employment eligibility of all new hires.

If you require a reasonable accommodation during the application or hiring process, please notify us at [e-mail] so we can support you throughout the recruitment experience.