Division/Title
Part-time Events Coordinator
Reporting relationship
Director of Events
Job Summary
The Part-Time Events Coordinator is responsible for supporting the planning, coordination, and successful execution of private and organizational events held at Loggerhead Marinelife Center. This position serves as the primary operational liaison between clients, vendors, and internal departments to ensure every event is executed professionally while providing an exceptional guest experience.
This role requires a highly organized, customer-focused individual who enjoys working in a fast-paced environment, solving problems in real time, and ensuring that events run smoothly from setup through breakdown.
Core Responsibilities
Event Coordination
• Coordinate assigned events from final planning through event completion.
• Serve as the primary point of contact for clients during assigned events.
• Prepare and maintain event documentation, schedules, timelines, room diagrams, and event records.
• Communicate event details and updates with clients, vendors, caterers, entertainment providers, and internal departments.
• Assist with maintaining the event calendar and responding to event inquiries in a timely manner.
• Conduct site visits and pre-event meetings with clients as needed.
Event Operations
• Coordinate all logistical aspects of assigned events, including:
o room layouts
o audio/visual needs
o vendor access
o deliveries
o registration areas
o entertainment
o power requirements
o storage needs
Event Operations
• Coordinate all logistical aspects of assigned events, including:
o room layouts
o audio/visual needs
o vendor access
o deliveries
o registration areas
o entertainment
o power requirements
o storage needs
Event Operations
• Coordinate all logistical aspects of assigned events, including:
o room layouts
o audio/visual needs
o vendor access
o deliveries
o registration areas
o entertainment
o power requirements
o storage needs
o transportation logistics (when applicable)
o transportation logistics (when applicable)
o transportation logistics (when applicable)
• Perform venue walkthroughs before each event to verify proper setup and equipment readiness.
• Coordinate vendor load-in and load-out while ensuring compliance with venue policies and schedules.
• Ensure event spaces are restored to organizational standards following each event.
• Complete post-event reports and provide recommendations for continuous improvement.
Cross-Department Coordination
• Serve as the liaison between the Events Department and internal departments including:
o Facilities
o Guest Services
o Security
o Education
o Catering
o Maintenance
o Audio/Visual support
• Communicate event schedules, setup requirements, and operational needs to ensure seamless event execution.
• Keep the Director of Events informed of issues requiring management attention.
Other Duties:
• Deliver exceptional customer service to clients, vendors, guests, and internal stakeholders.
• Respond professionally to client requests and unexpected situations during events.
• Troubleshoot operational issues while maintaining a calm, positive, and solution-oriented demeanor.
• Represent Loggerhead Marinelife Center with professionalism and enthusiasm at all times.
Required Skills, Knowledge, and Experience
Education & Experience
• Associate’s degree or coursework in Hospitality Management, Event Management, Communications, or a related field preferred.
• Minimum of two years of experience in event coordination, hospitality, venue operations, or customer service preferred.
• Experience coordinating weddings, corporate events, nonprofit events, or special events is preferred.
Knowledge, Skills & Abilities
• Excellent organizational and time management skills.
• Strong attention to detail.
• Outstanding verbal, written, and interpersonal communication skills.
• Exceptional customer service skills.
• Ability to prioritize multiple projects in a fast-paced environment.
• Strong problem-solving and decision-making abilities.
• Ability to work independently and collaboratively across multiple departments.
• Proficiency with Microsoft Office (Word, Excel, Outlook) and event management software preferred.
• Ability to remain calm under pressure while managing live events.
• Professional appearance and demeanor.
Schedule Requirements
• Approximately 20–28 hours per week.
• Must be available to work evenings, weekends, and holidays based on event schedules.
• Flexible availability for weddings, donor events, corporate rentals, and special programs.
• Ability to work extended hours during large-scale events when necessary.
Physical Demands + Work Environment
The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Successful applicants must be comfortable in a highly dynamic environment in an active and busy office or outdoor setting. While performing the duties of this job, the employee is regularly required to sit. The employee frequently is required to stand and walk. The employee is frequently required to climb or balance and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 30 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. This position may involve working outdoors in Florida, often in hot and humid conditions, and at events that extend into evening and weekend hours. Must be willing and able to travel for offsite programming and possess a valid driver’s license.
Notes
This is an hourly, non- exempt, non-essential, part-time position. The successful incumbent may be required to perform tasks beyond the scope of this job description as requested by the supervisor. This recruitment may be used to select candidates for additional open positions. It is our policy that all team members, including newly hired, transferred, and promoted team members, will be carefully monitored and evaluated for an initial introductory 3-month period on the job. After satisfactory completion of the introductory evaluation, such team members will be evaluated on an annual basis.
