Event Coordinator Job at Rocket Media® in Gilbert

This position is for Modern Moments. Rocket Media is our parent company.

Do you love the thrill of organizing parties and events? Can you look at a space and immediately visualize how to make it look amazing? Are you skilled at gracefully managing a zillion details for even the most demanding brides-to-be? If so, you might be the right person for our Event Coordinator role, and we'd love to hear from you!

Job Overview

Located in the heart of Gilbert, AZ, Modern Moments Venue is seeking an energetic and ultra-organized, part-time (~30 hrs) Event Coordinator to provide our customers with a first-class venue experience. In this role, you will team up with our Event Manager and staff, along with contracted vendors, to coordinate wedding ceremonies and receptions, corporate events, and all kinds of life celebrations hosted at Modern Moments. Ideally, you have extensive experience managing events and delivering best-of-class service, all within a budget.

Key duties will include providing in-person tours, communicating with customers about their events (phone calls and emails), making sales, monitoring costs to ensure they align with the planned budget, coordinating with vendors on the day of events, conducting rehearsals, and preparing the venue for all kinds of events. This is a collaborative role, and you will have staff reporting directly to you during events, including Event Attendants, Event Leads, Decor Staff, and Setup and Teardown staff.

Please note this is a part-time position, under 30 hours per week, that requires you to work many evenings and weekends. After all, that's when most events happen, so the hours should be right up your alley!

Responsibilities

• Discussing sales contract details with our customers and event manager. You will ensure we deliver on what was promised and sold - you make it all happen!
• Coordinating with all hired vendors for events to ensure we have licenses, insurance, and clear expectations for all important things.
• Working with clients to plan the venue layout according to the number of guests and the type of event while creating clear and specific timelines to support the event.
• Help implement event logistics for all events (A/V systems, lighting, projector/screen, traffic flow, bathrooms, etc).
• Co-managing the event calendar & scheduling event staff for setup, on-site event support, and tear-down needs.
• Supervising the placement of venue resources such as tables, chairs, table linens, centerpieces, heating lamps, serving utensils, and more. You are the one in charge and leading by example (psst, that means you do this work, too).
• Understands the impact of event operations on the overall success of an event and manages activities to maximize customer satisfaction.
• Upholding our venue values, rules, regulations, and contract expectations, controlling noise compliance, and ensuring our venue integrity is your priority.
• Preparing work schedules and completing documentation in a timely manner.
• Answering customers' questions and accommodating special requests.
• Assisting with venue tours and event sales.
• Attending marketing events (bridal shows, open houses, road shows) to support venue sales and marketing efforts, as needed.

Requirements

• Guest-focused mindset (we love our guests!).
• Exceptional interpersonal and communication skills, including management, team members, and guests. You love to engage with all kinds of people.
• Natural or honed ability to plan and manage events, budgets, and deadlines.
• Ability to build relationships (this is paramount for a growing venue).
• Teamwork attitude and approach (teamwork makes the dream work!).
• Prior food and beverage or retail experience; sales experience a plus.
• Competency and understanding of Arizona Alcoholic Beverage Laws and regulations.
• Proficiency in catering management software, such as Google Apps, social media platforms, and CRM software.
• Extensive knowledge of catering equipment and venue requirements.
• In-depth knowledge of hospitality industry best practices.
• Availability to work days, nights, and/or weekends and holidays.

Nice-to-Haves

• Accredited certificate or diploma in catering, culinary arts, hospitality, or similar.
• Bachelor's degree in hospitality and culinary arts preferred.
• Current Arizona food handlers license.

Benefits

Some of the benefits of becoming part of our family include:

• 401k Plan with employer matching
• In-office libations & "nourishment"
• Flexible work schedule
• Quarterly whole-office team-building events
• Top-of-the-line technology to get work done
• An amazing facility to work from
• Genuinely nice people you enjoy working alongside (no jerks around here!)

Our Hiring Process

You don't marry someone you just met (unless you're a Disney princess). You go on some dates and get to know each other. You bring them home to meet the family first, and that's how we view the hiring process.

When you join the Modern Moments team, you're joining our family. So when you apply, prepare for a courtship. The process can sometimes seem a little cumbersome and even lengthy because that's how much we care about ourselves and you as a potential fit. But if you do get the job, we'll do our best to make sure it's one you'll never want to leave.