Venue Coordinator

Pleaser learn about ETR on our notion page at the link below and apply on the typeform there. We will reviewing all applicants through the typeform in the notion page. https://escapetheroutine.notion.site/Work-at-Escape-the-Routine-a4507bbf151946548ab66a0ccb28fbb8 *Venue Coordinator* *Escape the Routine* — San Francisco, CA Full-time, salaried · On-site across our venues · Reports to the Venue Manager *About us* Escape the Routine is a San Francisco event agency and venue operator. We run three event spaces including The Melody SF, The Avalon SF, The Foundry SF and produce events in them for tech companies, brands, nonprofits, and private clients. A single week might hold a product launch, a wedding reception, a 300-person holiday party, and a hackathon. We're small, which means the person in this seat sees the whole event lifecycle rather than one slice of it. It also means the work is real: when something goes sideways at 6:45pm, you're the one who fixes it. *The role* The Venue Coordinator is the connective tissue between everyone touching an event. Our sales rep sells it, the client dreams it, our on-site manager runs it the night of, and a bench of subcontract partners AV, catering, security, rentals, staffing delivers pieces of it. You're the person who makes sure all of those parties are working off the same information, on the same timeline, with nothing left assumed. You'll be trained directly by our Venue Manager and take over a growing share of events advancing as you ramp. This is a role with obvious room to grow into event production. *What you'll do* *Advance the event* * Own the handoff from sales to operations: pick up signed contracts, confirm what was actually sold, and flag anything that doesn't match what the venue can deliver before it becomes a problem * Build and maintain the event advance for each booking floor plan, run of show, load-in/load-out schedule, vendor arrival times, headcount, F&B counts, AV needs, staffing calls * Run client communication between contract signature and event day: kickoff call, walkthroughs, timeline reviews, and the steady drumbeat of follow-ups that keeps details from going stale * Chase and track the paperwork certificates of insurance, vendor agreements, permits, final payments and escalate what's missing while there's still time to fix it *Coordinate the partners* * Brief subcontract partners on scope, timing, access, and venue rules; confirm arrivals and gear lists; hold them to the schedule * Serve as the single point of contact for vendors so the client isn't fielding six separate threads * Walk the venue ahead of events to confirm the space is set, clean, stocked, and matching the plan *Support the on-site manager* * Deliver a complete, accurate event packet to the on-site manager before doors no surprises, no verbal-only details * Be on-site for larger or higher-complexity events to support execution, solve problems in real time, and be the client's known face * Run the post-event pass: damages, overages, lost and found, vendor issues, and a short debrief that gets logged rather than remembered *Keep the system honest* * Maintain accurate records in HubSpot, Notion, and our shared event documentation so anyone on the team can pick up a file and know exactly where it stands * Track venue calendars, holds, and turnarounds; catch conflicts before they're booked * Contribute to the templates, checklists, and standards that make the next event easier than the last *What we're looking for* You do not need years of venue experience. You need to be the kind of person who writes it down, follows up without being asked, and gets uncomfortable when a detail is unconfirmed. *Required* * 1–2 years in events, hospitality, venue operations, catering, production, or a comparable coordination-heavy role * Genuinely strong organizational habits you track your own commitments and don't need someone checking whether you did the thing * Clear, quick, professional written communication; comfortable being the person who sends the "confirming three things before Friday" email * Composure under time pressure, and the judgment to know what to solve yourself versus what to escalate immediately * Comfortable with the schedule reality of events: nights, weekends, and holidays around bookings, with flexibility on the other end * Able to be on-site in San Francisco and move around a venue during load-in lifting up to 30 lbs, being on your feet for a full event *Nice to have* * Experience with a CRM (we use HubSpot) * Experience with Notion * Experience with SocialTables or Prism / floor plan tools * Familiarity with AV, catering, or rentals from any side of the table Job Types: Contract, Full-time Pay: $60,000.00 - $70,000.00 per year People with a criminal record are encouraged to apply Education: * Bachelor's (Preferred) Experience: * event: 2 years (Required) Work Location: In person