Venue Coordinator: Events & Video Shoots

About Us: The Film Hub Experience

We are The Film Hub, a one-of-a-kind beautiful facility offering coworking, private offices, video production studios, & event spaces. Operated by a small, cross-trained team, we lead with a strong moral compass, respect, & kindness. By using discernment to build deep relationships & treating clients like family, we foster a true community. We are a collaborative team pursuing mastery to ensure this is a home where creativity meets success.

Job Summary

To complement our collaborative environment, we seek an organized, hospitality-driven Venue Site Coordinator to manage the end-to-end client experience and execution of reserving our event spaces and video production studios.

As the primary venue ambassador, you will handle company-provided inquiries, conduct professional tours for corporate meetings, special events, or video/photo shoots, and help prospective clients finalize bookings. You will also oversee administrative workflows, including contract management, master calendar scheduling, invoicing, and compliance tracking.

As the primary site point person for this department, you will coordinate facility setups and align all operational details for a flawless on-site experience. Please note: we do not coordinate the event or production itself.

Key Responsibilities

• Lead Management & Inquiry Support: Promptly respond to all company-generated event and production leads coming through website inquiry forms, tour requests, email, phone, walk-ins and other sites. Meticulously log and track prospective clients in the CRM system and convert inquiries into finalized bookings.
• Client Tours & Communication: Conduct professional venue tours tailored to the specific needs of clients and creators. Execute consistent post-tour follow-ups and serve as the primary, ongoing point of contact for venue-specific technical, logistical, and policy questions.
• Booking & Documentation: Confirm all bookings on the master calendar to guarantee zero double-bookings. Prepare and distribute accurate agreements and financial invoices , send official booking confirmations , and maintain organized digital records.
• Venue & Logistical Coordination: Coordinate and schedule pre and post event/production cleaning and table & chair setups with event setup & cleaning staff. Schedule pre-booking walkthroughs to confirm final details with client and approved floor plans setup.
• Event & Production & On-Site Support: Greet and check in clients upon arrival and handle day-of adjustments, including adjusting tables and chair setups, AV assistance with our equipment, and managing coffee services.
• Policies, Procedures & Reporting: Revise event planning sheets and internal documents based on manager approval. Maintain accurate internal reports and compile monthly Event & Production reports for the bookkeeper.
• Front Desk & Facility Support: Manage front desk operations by greeting guests and answering inquiries. Support coworking members with credit-booked spaces and maintain coffee stations and break room cleanliness.

Qualifications

• 2–3 years experience in hospitality, venue operations or customer service.
• Strong communication and relationship-building skills
• Highly organized with strong attention to detail
• Comfortable managing multiple booking schedules and deadlines simultaneously
• Experience using CRM systems, calendars, invoicing platforms, Floor plan program and basic AV equipment.
• Team-oriented with a flexible, hands-on mindset
• Ability to lift/move light furniture or equipment (25–30 lbs)

Schedule, Compensation & Benefits

• Schedule: Full-time. Tuesday through Friday from 8:15 AM – 5:15 PM, plus Saturday or Sunday when events are booked (Mondays are always off).
• Compensation: Hourly Rate Based on Experience Monthly Revenue Bonuses.
• Flexibility: Candidates must have the flexibility to work occasional early mornings, evenings, and weekends depending on the booking schedule.
• Team Support: To support you in this role, we have a dedicated janitorial and event setup crew, as well as on-call venue staff available to help cover evening and weekend events as needed.

Benefits & Perks:

• 75% employer-covered Medical health insurance
• Paid Holidays Annually
• Paid Time Off (PTO)
• Paid sick leave
• 401K Retirement Saving Plan
• Monthly Revenue Bonuses for meeting Goals
• Employee Discounts on Facility
• Membership perks at The Film Hub
• Complimentary Education opportunities at The Film Hub
• Complimentary members Lunch ins and activities

Physical Requirements

• Location: The Film Hub, 170 Eucalyptus Ave, Vista, CA 92084. This is an on-site role requiring a regular physical presence at our facility.
• Mobility: Ability to be on your feet for periods while conducting facility tours and overseeing event setups.
• Lifting: Ability to lift/move light event furniture or equipment (up to 25–30 lbs) when helping adjust physical room layouts if anything was missed from the setup team.