Events Coordinator & Special Projects

JOB SUMMARY
The Event Coordinator is responsible for coordinating and overseeing events at The Beehive Campus in South Los Angeles, ensuring that all client-hosted events are executed according to contract terms, meet legal requirements, and are in compliance with health, safety and security standards. This includes making sure that the facility is operating as it should pre/during/post events.
SALARY: $50,000-$52,000 per year, non-exempt, paid hourly
Responsibilities
Working alongside The Beehive’s Events Team members while handling day-to-day coordination and administration of events and programs, including supervision of space layouts, order placements, vendor monitoring, capacity tracking, and issue resolution
Developing a complete understanding of client requirements for every event
Booking and overseeing contracts for catering services, décor and other ancillary services as required/contracted; scheduling service providers needed to support the event (i.e., Security, Cleaning, Vendors, Religious Officiant, DJs, etc.)
Ensuring ongoing communications with the client pre/during/post event to keep them updated on any changes
Serving as the main point of contact for any issues that arise pre/during/post event; dealing with emergencies as they arise
Ability to adjust event accordingly based on client concerns/feedback, while keeping to scope of contract
Ensuring that event space is client-ready prior to event, and that The Beehive campus is returned to daily operational standards (‘work-ready”) after each event
Partnering with the designated Facilities staff to ensure campus readiness pre/post event and ensure regulatory and compliance standards for Events are adhered to
Ensuring timely attendance prior to event start; ensuring facilities/rented space is open on time and accessible to clients; conducting post-event walk-throughs and ensuring any necessary remediation is addressed in a timely manner
Networking and creating future sales opportunities at the event
Ability to coordinate multiple events occurring simultaneously at The Beehive
Always keeping budgets and timelines under control
Advising SoLa Impact on measures to improve the efficiency and cost-effectiveness of events held at various spaces within the campus
Forecasting the facility’s upcoming needs and requirements for events
Drafting pre-events briefs based on client specifications; writing post- events briefs with learnings/best practices that can be applied to future events
Creating reliable reports on events statistics, client types, key issues, risks, etc.
Ability to complete other tasks and projects as assigned and on schedule
Requirements
3-5 years’ experience in event planning or coordination for a commercial venue
Degree in Event Planning, Event Management, Hospitality Management or related field strongly preferred
Proven experience managing others (direct and/or matrixed team members)
Proven track record of having coordinated creative, successful small, mid, and large events
Excellent project management skills
Excellent time management and organizational skills; meticulous attention to detail
Strong written and verbal communication skills coupled with the ability to multi-task in a fast paced demanding environment
Excellent interpersonal and relationship building skills; desire to provide best in class service at all times;
Ability to remain calm under pressure and maintain a customer-service mindset
Proficient with Microsoft Office Suite (Word, Excel, PowerPoint) and/or Google Workspace; experience with MS Access preferred
Benefits
SoLa Impact offers a comprehensive benefits package that includes paid vacation, medical, dental, vision, and life insurance, as well as pet insurance, sick leave, 10 paid holidays, and bereavement days. This package is designed to provide employees with a range of important benefits that help to support their physical and emotional well-being, while also providing financial protection and peace of mind.
At SoLa Impact, we believe work environment, culture, and the opportunity to learn and grow are key elements when considering a new job. We are just the right size to provide the resources and support you need without the bureaucracy of a large corporate environment. We foster a family-friendly and supportive workplace, collaborative and employee-focused with an emphasis on quality, integrity, trust, and accountability. We are looking to bring someone on board as soon as possible. We provide a rewarding and challenging environment. We expect a lot, but give a lot in return. Strongly prefer candidates local to Los Angeles as no relocation assistance will be provided. All qualified candidates will be contacted directly.
SoLa Impact is an Equal Opportunity Employer. SoLa does not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, merit, and business need.