Event Coordinator

JOB SUMMARY

The Event Coordinator at The Times Collaborative is often customer-facing and as such should represent the open, welcoming, thoughtful brand of The Times. The Event Coordinator is the primary point of contact for clients from initial inquiry through event completion. This is a 1099 independent contractor position with earnings tied directly to the revenue of events you book and execute. The ideal candidate is a self-starter with a passion for hospitality, strong sales instincts, and the operational skill to bring an event vision to life from start to finish.

This role covers all event types including private social events, corporate functions, celebrations, and community gatherings.

JOB RESPONSIBILITIES

Sales & Client Relations

•      Respond to all incoming event inquiries in a timely and professional manner

•      Conduct site tours to showcase the venue and close bookings

•      Convert leads into confirmed bookings through consultative sales approach

•      Submit event agreement for client signature

•      Serve as the primary point of contact for clients throughout the planning process

•      Provide regular updates and strategy sessions as needed

Event Planning & Coordination

•      Lead planning meetings with clients to define event goals, vision, and logistics

•      Develop and manage event timelines, agendas, and setup diagrams

•      Coordinate vendor logistics including arrival times, on-site needs, and communication

•      Manage staff scheduling for each event in coordination with management

•      Ensure all venue-related questions from clients and vendors are answered promptly

•      Design the space and aesthetic to align with the client’s vision for the event

On-Site Event Execution

•      Oversee full event setup per client specifications

•      Be present on-site for the duration of each event to ensure smooth execution

•      Coordinate and supervise bartending staff as needed, ensuring responsible alcohol service

•      Interact with guests and clients in a professional and welcoming manner

•      Manage any on-site issues with an independent problem-solving approach

•      Ensure complete cleanup and restoration of the space following each event

•      Prepare the venue for the next scheduled use following event conclusion

Administrative

•      Track all hours and event-related details for accurate compensation reporting

•      Submit timesheets or event summaries on the agreed reporting schedule

•      Maintain confidentiality of all client information, event details, and proprietary business information

SKILLS:

·       3 years of experience in event coordination, event sales, hospitality, or a closely related field

·       Proven ability to manage client relationships from inquiry to event completion

·       Strong sales skills with a track record of converting leads to confirmed bookings

·       Excellent organizational and time management skills with ability to manage multiple events simultaneously

·       Strong interpersonal and communication skills; comfortable being the face of the brand

·       Ability to work independently, problem-solve on the fly, and make sound decisions under pressure

·       Physical ability to perform setup and breakdown tasks (lifting, moving furniture/equipment as needed)

·       If overseeing alcohol service: must hold or be willing to obtain a current TIPS certification or equivalent state-approved safe alcohol service certification

·       Familiarity with POS systems (The Times Collaborative currently uses Square) a plus

COMPENSATION & CONTRACTOR DETAILS:

This is a 1099 independent contractor position. As such, the Event Coordinator:

•      Is not an employee of The Times Collaborative and is not entitled to employee benefits including health insurance, paid time off, or retirement plans

•      Is responsible for their own taxes, insurance, and business licensure

•      Sets their own schedule in coordination with event bookings and client needs

•      Will earn a percentage of revenue (20%) for each event booked and executed

•      Hours are not guaranteed and will vary based on event volume

WHY JOIN US?

•      Be your own boss — flexible scheduling tied to your bookings

•      Unlimited earning potential tied directly to your performance

•      Work in a beautiful, creative venue with a warm and welcoming community

•      Diverse event portfolio spanning private, social, and corporate clients

•      Collaborative team that supports your success