VENUE OPERATIONS & SYSTEMS COORDINATOR

Note: If you would like to apply for this position, please submit your application at the bottom of this page after reading through the full job description.

About the Role

This is a new role at a growing business and a unique opportunity to help build how things operate behind the scenes. As a small business, we value team members who take initiative, think like owners, and care deeply about the experience we create for our customers.

This role combines hands-on event work and behind-the-scenes systems building. You won’t just be behind a computer - you’ll also be customer-facing and actively involved in the day-to-day operations of the business.

This is also not a typical wedding or event coordinator role.  We’re looking for a highly organized, systems-minded person to help develop and manage the operational structure of the farm - someone who can build systems, improve processes, and create consistency across the business.

This role is designed to grow with the business, with the potential to evolve into a full-time leadership position.

Responsibilities

Business Operations (70-80%)

Implement and Maintain Operational Systems

• Research tools and recommend solutions

• Implement and manage tools and systems for scheduling, communication, documents, contracts, customer information

• Ensure all systems are organized, efficient, and consistently adopted and used by the team

Document and Improve Processes (SOPs)

• Document and maintain clear workflows for all key business operations

• Organize and centralize documentation for team access

• Continuously identify and improve inefficiencies

Coordinate Event Operations Behind the Scenes

• Support scheduling, documentation, and preparation for weddings and events

• Maintain event-related systems (checklists, files, communication workflows)

• Ensure accuracy and organization across all client-facing details

Organize and Manage Inventory & Resources

• Track and maintain event inventory (decor, rentals, supplies)

• Support systems for inventory usage, organization, and replenishment

Drive Internal Organization & Accountability

• Help implement task management systems and weekly workflow structure

• Track priorities, deadlines, and key deliverables

• Support reporting and consistency across operations

Support Growth Initiatives

• Help build systems and processes to support new revenue streams (floral design services, public events, onsite workshops)

Venue Host (20-30%)

• Attend and support wedding walkthroughs with couples prior to their event.

• Prepare the venue according to the finalized layout and assist with decor, florals, beverages, and other key event elements throughout the day.

• Serve as the on-site point of contact to greet, guide and support vendors, guests, and clients.

• Maintain the venue throughout the event (restocking, cleaning, trash/recycling), support food and beverage flow as needed, and assist with end-of-night teardown and cleanup.

Schedule / hours

• Part-time: 20-30 hours per week

• Includes:

  • 2 weekdays per week (flexible)

  • 1 wedding shift per weekend in May-October (9-11 hrs on a Fri, Sat or Sun)

  • Some evening and weekend availability required for wedding walkthroughs with couples

• Potential for off-season hours, remote work, and growth into full-time

Qualifications

Required

• 2+ years experience in operations, project coordination, or administrative systems support

• Highly organized with strong attention to detail and follow-through

• Demonstrated ability to create structure in growing environments

• Experience implementing or managing systems (e.g., scheduling tools, CRMs, shared drives, project management platforms)

• Strong problem-solving skills with the ability to research options, evaluate trade-offs, and make recommendations

• Excellent written communication skills (clear, professional, and organized)

• Comfortable learning and adopting new technology platforms quickly, and teaching others how to use those platforms

• Ability to manage multiple priorities and meet deadlines independently

• Self-starter who takes ownership of projects from idea through implementation 

Preferred (but not required)

• Experience in events, hospitality, weddings, or a similar fast-paced environment

• Experience setting up or optimizing a CRM system

• Familiarity with tools such as Open Phone, Grasshopper, Verizon OneTalk

• Familiarity with tools such as Google Workspace, Airtable, Notion, ClickUp, Asana, or similar platforms

• Experience building SOPs, workflows, or internal documentation

• Experience with scheduling or workforce management tools (e.g., Connecteam or similar)

• Basic understanding of inventory tracking or resource management 

Who You Are

• You have an innate heart of service, and take pride in creating a welcoming, positive experience for others

• You are naturally hospitality-oriented and understand what it means to care for guests, clients, and other team members

• You naturally think in systems, processes, and workflows—not just tasks

• You notice inefficiencies and feel compelled to fix them

• You take ownership of your work, think like an owner, and follow through like an operator

• You are comfortable with technology and curious to learn new tools

• You are growth-minded and open to feedback, improvement, and new challenges

• You are patient, clear, and confident when communicating with both clients and team members

• You are comfortable guiding others, answering questions, and helping bring clarity when things feel unclear

• You balance attention to detail with big-picture thinking

• You are comfortable in a hands-on, evolving small business environment (not a rigid corporate structure)

Compensation

• $25-28/hour starting rate (first 90 days), depending on experience and skill level

• Opportunity for increase after 90 days based on performance, ownership, and ability to build and manage systems

• This is a high-impact role with the opportunity to take on increasing responsibility over time

• No benefits at this time
  

Why YOU will love this role!

This role is ideal for someone who enjoys building structure, improving systems, and taking ownership in a growing small business. If you love bringing organization to evolving environments and seeing your work make a real impact, you’ll thrive here.

If this sounds like you, please apply below!