Venue Coordinator

Department: Visitor Services

Reports to: Visitor Services Director

Classification: Salaried, Full time, Regular

Job Overview: The Venue Coordinator provides a transformative guest experience by offering specialized attention to detail for all of Kingwood’s weddings, receptions, and general private rental events.  This position works with all departments at Kingwood Center Gardens, select vendors, and our premiere catering team to offer exquisite customer service.  

Duties and Responsibilities:

  • Provide outstanding customer service to our guests and clients, prompt response time to emails and phone calls/inquires, as well as possess excellent interpersonal skills
  • Communicate professionally and thoroughly with rental clients from the point of inquiry through follow-up procedures (inquiry, correspondence, tours, contracts, payments, planning, vendor communications, diagramming, rehearsals, managing security deposits, thank you notes)
  • Manage and oversee weddings, rentals, and photo shoots the day they occur (with the help of the events assistant), including welcoming guests, directing event set-up, communicating with staff, organizing vendors, managing tear-down, and creative problem-solving
  • Work with vendors to assure event setup and tear down logistics follow the rental agreements
  • Attend weekly Visitors Services meetings and event logistics meetings
  • Work collaboratively with the other Kingwood events staff to help assure the needs of events are met, this would involve cross-training into Public Events
  • Issue invoices/collect payments and create comprehensive budget/income reporting to directors as needed
  • Plan and implement strategies for increased rental potential
  • Some manager on duty shifts may be assigned, especially during Christmas at Kingwood
  • All other duties as assigned


  • Ability to relate to persons of all ages, diverse backgrounds, skills, and abilities
  • Excellent communication skills, written and verbal (phone and in-person)
  • Problem Solving Skills – being able to come up with a solution at the moment for the best outcome
  • Be able to prioritize and multitask several duties during the day of an event or rental   
  • Candidates must have strong organizational skills, attention to detail, and be comfortable working with the public in both organized and informal situations
  • Ability to work a flexible schedule, including some evenings and weekends
  • Strong event planning and tracking skills
  • Proficient in Microsoft Office Suite, as well as the ability to learn Blackbaud Altru operations management software, experience with event management software is a plus


  • Experience with event planning is required for this position (2-3 years is preferred)
  • Bachelor’s degree or higher is preferred but not required
  • Must have a valid Ohio Driver’s License
  • Must pass a background check
  • Must pass a drug test

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