VENUE OPERATIONS & SYSTEMS COORDINATOR

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

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 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 and the right candidate, with the potential to grow into a full-time leadership position over time.

Responsibilities

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 and guide vendors, guests, and clients.

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

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)

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 unstructured or 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 naturally think in systems, processes, and workflows—not just tasks

• You enjoy organizing, simplifying, and improving how things operate

• 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 have a strong 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 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.