Event Operations Manager / Senior Event Coordinator

VEGAs Event Group is a top-rated Audio Visual, Entertainment, and Event Production company serving weddings, corporate events, galas, meetings, private events, and immersive experiences throughout Central Texas.

We are seeking a highly organized, experienced Event Operations Manager / Senior Event Coordinator to manage confirmed events from booking handoff through successful execution.

This is not a remote position. This is a leadership and logistics role for someone who can manage multiple events at once, communicate clearly, stay organized under pressure, and ensure no details are missed.

Position Overview

The person in this role will be responsible for managing the operational flow of booked events, including client communication, vendor coordination, staff scheduling, technician communication, warehouse coordination, event notes, timelines, layouts, run-of-show documents, and final event readiness.

This role requires someone with strong event planning experience, excellent follow-up, strong documentation habits, and the ability to communicate professionally with clients, vendors, entertainers, technicians, warehouse staff, and ownership.

Key Responsibilities

• Manage multiple booked events at the same time from confirmation to execution
• Communicate with clients to gather final details, timelines, notes, and special requests
• Confirm all event details, vendors, staff, entertainers, and production needs before event day
• Coordinate outsourced vendors and ensure proper confirmations are completed
• Schedule staff, technicians, entertainers, and event support team members
• Communicate event details clearly to warehouse and technician teams
• Create and distribute weekly run-of-show documents, event notes, layouts, maps, and production details
• Prepare event files so staff and technicians have complete, accurate information
• Track last-minute changes and ensure updates are documented and communicated
• Follow up with clients, vendors, and staff in a timely and professional manner
• Identify potential problems before they affect the event or client experience
• Work directly with ownership and operations to ensure events are execution-ready

This Role Is For Someone Who

• Has strong event planning, event operations, or production coordination experience
• Is extremely organized and detail-driven
• Can manage several events at once without losing track of details
• Follows up without being reminded
• Communicates clearly, professionally, and consistently
• Is comfortable working with clients, vendors, technicians, entertainers, and warehouse staff
• Understands checklists, systems, deadlines, and accountability
• Can stay calm under pressure and solve problems quickly
• Takes ownership when issues arise
• Can work every Saturday as required

Required Experience and Skills

• Minimum 2 years of event management, event planning, event operations, or production coordination experience
• Proven experience managing clients, vendors, staff, schedules, and event details
• Strong customer service and phone communication skills
• Strong written communication and email follow-up skills
• Proficiency with Google Drive, Google Docs, Google Sheets, Google Calendar, Microsoft Word, Excel, and email systems
• Ability to create and maintain organized event files, schedules, checklists, and notes
• Valid driver’s license and reliable transportation
• Professional appearance, strong time management, and dependable attendance

Preferred Experience

• Experience with weddings, corporate events, galas, venues, meetings, AV production, entertainment, catering, or hospitality
• Familiarity with San Antonio venues and local vendor relationships
• Experience using CRM or project management systems such as HoneyBook, Salesforce, HubSpot, 17Hats, Monday.com, Asana, or similar systems
• Experience coordinating technicians, warehouse teams, entertainers, DJs, AV staff, or event crews

Schedule

• Monday: 10:00 AM – 6:00 PM
• Tuesday: 10:00 AM – 6:00 PM
• Wednesday: Off
• Thursday: 10:00 AM – 6:00 PM
• Friday: 10:00 AM – 6:00 PM
• Saturday: 10:00 AM – 6:00 PM
• Sunday: Off

Schedule includes a 1-hour unpaid break each scheduled day. Some evening events, networking events, venue walkthroughs, and showcases may be required.

Compensation

Hourly pay based on experience. Growth opportunities may be available based on performance, leadership, organization, and ability to manage event operations successfully.

Why VEGAs Event Group?

• Work with a respected event production and entertainment brand
• Be part of weddings, corporate events, galas, meetings, and immersive experiences
• Fast-paced, team-driven environment
• Opportunity to grow with a company that values professionalism, creativity, and strong execution
• Work directly with ownership and event professionals

Experience

Event Management, Event Planning, Event Operations, or Production Coordination: 2 years required

Location

San Antonio, TX 78216

Work Location

In person

Pay: $20.00 - $24.00 per hour

Benefits:

• Dental insurance
• Employee assistance program
• Employee discount
• Flexible schedule
• Health insurance
• Paid time off
• Professional development assistance
• Referral program
• Tuition reimbursement
• Vision insurance

Application Question(s):

• Describe your event planning or event operations experience. What types and sizes of events have you managed?
• How many events have you managed at one time, and how did you stay organized?
• Describe the systems you use to manage deadlines, client notes, vendor confirmations, staff assignments, and event details.
• If you had 6 events in one week requiring vendor confirmations, staff assignments, client updates, and final notes, how would you organize your workflow?
• What CRM, project management, or event planning systems have you used?
• Rate your experience from 1–10 with the following:

Google Docs
Google Sheets
Google Drive organization
Google Calendar
Microsoft Word
Microsoft Excel
Email follow-up and client communication

• How do you make sure client notes, special requests, and last-minute changes are documented and communicated to the correct team members?
• Tell us about a time you caught an event issue before it became a problem. What happened and how did you handle it?
• Are you available to work Saturdays from 10:00 AM – 6:00 PM?
• Are you able to work in person at our San Antonio office?

Education:

• Associate (Preferred)

Experience:

• Event planning: 3 years (Required)
• Events Management: 2 years (Required)

Location:

• San Antonio, TX 78216 (Required)

Work Location: In person

Salary : $20 - $24