WEC Special Event Coordinator

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

Job Description

Special Events Coordinator | Wings Event Center

JOB PURPOSE:

The Special Events Coordinator supports the planning, detailing, and execution of events at Wings Event Center. This position works closely with the Special Events Manager, clients, internal departments, vendors, promoters, and event staff to ensure events are properly planned, communicated, and executed.

The Special Events Coordinator is responsible for translating client and event requirements into clear operational direction for internal teams, while supporting a high-quality guest and client experience. This position will maintain a strong presence at assigned events and coordinate event preparation, day-of-event operations, and post-event follow-up.

WHAT YOU’LL BE DOING:

May include, but are not limited to:

• Work closely with the Special Events Manager to detail, coordinate, and execute assigned events.
• Serve as the on-site contact for assigned events and provide operational support before, during, and after events.
• Create and maintain production sheets, event orders, event huddle sheets, layouts, schedules, and other event documentation to clearly communicate event needs to internal departments.
• Coordinate client needs with Food & Beverage, Engineering & Facilities, Set Up, Guest Relations, Security, Ticket Office, Marketing, and other internal and external partners.
• Maintain a strong working knowledge of Momentus and utilize the system for event scheduling, contracting, detailing, production information, billing, and customer information.
• Create and update event layouts and seating diagrams as well as concert scaling using AutoCAD web, Event Draw or other applicable design tools.
• Serve as the initial point of contact for incoming event inquiries and sales leads, including responding to initial inquiries, gathering and evaluating event details, determining client needs and venue fit, and qualifying opportunities before advancing them through the sales process.
• Coordinate event setup and logistics, including setup requirements, pre-event walkthroughs, load-ins, deliveries, vendors, merchandise, shipments, and other event needs; lead setup as required and ensure all spaces and equipment are properly prepared.
• Manage assigned events from setup through load-out, identifying and communicating operational needs as they arise.
• Monitor event flow, guest movement, entrances, exits, queue lines, signage, and other operational considerations to support a safe and positive guest experience.
• Respond to client, guest, staff, and vendor questions and concerns while communicating changing event needs to department leaders and event staff to ensure issues are addressed quickly and professionally.
• Work with the Ticket Office to understand ticketed event configurations and how ticketing impacts event operations, guest flow, staffing, seating, parking, and event planning.
• Complete client settlements, post-event surveys, damage assessments, and other post-event follow-up.
• Develop and maintain event SOPs, procedures, and operational resources.
• Assist with content creation, event signage and management of social media.
• Support internal events, including monthly post-event employee gatherings, annual training, and team-building activities as assigned.
• Build positive working relationships with clients, coworkers, vendors, promoters, tenants, and community partners.
• Contribute to continuous improvement by identifying opportunities to improve event processes, communication, efficiency, and guest experience.
• Ability to quickly pivot and adapt to changing event needs, priorities, and unexpected situations while maintaining a high level of organization and professionalism.

ESSENTIAL JOB RESULTS:

Assigned events are properly detailed, communicated, and executed according to client and venue requirements.

Event setups, layouts, schedules, staffing needs, and operational requirements are accurately coordinated.

Strong communication and collaboration with internal departments. Accurate and timely information necessary to prepare for and execute events.

Clients and event partners receive responsive, professional, and guest obsessed service.

Event issues and client or guest concerns are identified quickly and appropriately resolved or escalated.

The Special Events Coordinator maintains a visible and engaged presence at assigned events.

Events are executed in a manner that supports guest satisfaction, client expectations, operational efficiency, and venue standards.

WHAT YOU NEED FOR THIS POSITION:

• Previous experience working in events, hospitality, food & beverage, venue operations, customer service, or a related field required.
• Experience with event booking, event management, or ticketing platforms preferred.
• Working knowledge of Google Workspace, including Gmail, Google Docs, and Google Sheets.
• Experience with AutoCAD, Event Draw or similar design platforms will be given preference.
• Experience with Canva, Instagram, Facebook and other creative media outlets
• Ability to learn and effectively utilize Momentus and other event management systems.
• Ability to learn the venue’s ticketing system and understand how ticketing impacts event operations.
• Strong organizational skills and attention to detail.
• Strong written and verbal communication skills.
• Ability to manage multiple events, deadlines, and priorities simultaneously.
• Ability to work effectively with clients, coworkers, vendors, promoters, and event staff.
• Strong problem-solving skills and the ability to remain calm and professional in a fast-paced environment.
• Self-motivated with the ability to work independently and as part of a team.
• Passion for providing an excellent client and guest experience.
• Ability to establish positive relationships and communicate effectively with a variety of people.
• Ability to work evenings, weekends, holidays, and event-based schedules.
• Ability to stand and walk for extended periods, including shifts of 10 hours or more during certain events.
• Ability to stoop, bend, and perform repetitive tasks as required.
• Ability to lift up to 40 pounds occasionally.
• Ability to safely work around cleaning chemicals, equipment, and other event-related hazards.
• Ability to comply with all applicable safety, health, and venue standards.