What are the responsibilities and job description for the Event Coordinator position at Harro East Theatre & Ballroom?
Company Description Harro East Theatre & Ballroom is a historic, downtown Rochester venue created by a fourth-generation hospitality family with roots dating back to 1906. The family has long specialized in restaurants and catered celebrations, shaping a deep commitment to guest care and memorable experiences. In 1998, they transformed this architecturally significant building into a modern event space that honors Rochester’s early 20th-century heritage. The ballroom features soaring ceilings, dramatic windows, and timeless details, matched with contemporary amenities that support weddings, galas, corporate events, and community gatherings. Today, Harro East Theatre & Ballroom continues to serve as a refined, welcoming setting where meaningful events become part of Rochester’s evolving story.
Role Description The Event Coordinator is a part-time, hybrid role based at Harro East Theatre & Ballroom in Rochester, NY. This role is responsible for coordinating all aspects of events, including initial inquiries, client consultations and booking details. Day-to-day tasks include developing event timelines, managing floor plans and logistics, collaborating with catering and vendor partners, and ensuring all setup and breakdown activities meet venue standards. The Event Coordinator will serve as a point of contact for clients, provide on-site event support, and help resolve issues quickly to maintain a high level of guest satisfaction. This role also involves maintaining accurate records, supporting sales efforts, and contributing ideas to enhance event offerings and operational efficiency.
Qualifications
- Candidates should possess strong Event Planning and Event Management skills to coordinate multiple events, timelines, and logistics.
- Candidates should possess excellent Communication skills, including clear verbal and written communication with clients, vendors, and team members.
- Candidates should possess exceptional Customer Service skills to create welcoming experiences and respond professionally to guest needs.
- Additional beneficial qualifications include prior experience in hospitality or event venues, proficiency with event management software and basic office tools, strong organizational and time-management abilities, and the capacity to work evenings and weekends as event schedules require.
- A high school diploma or equivalent is required; an associate or bachelor’s degree in hospitality, event management, or a related field is preferred.