Venue Coordinator

Job Description

Job Description

Chicago, IL 60608In-Office

Position Overview | The Big PictureThe Venue Coordinator supports the Director of Venues, Geraghty Sales Manager, and Geraghty North Sales Manager in coordinating the details necessary for successful event execution. This role manages sales contract details and collaborates with production teams to ensure all elements are delivered accurately and on schedule. The Venue Coordinator also addresses client and event needs as they arise.This position exercises independent judgment when appropriate and primarily reports to the Director of Venues, Geraghty Sales Manager, and Geraghty North Sales Manager. Additional direction may be provided by the Vice President of Client Services and the Director of Sales.
Our Mission Values | Our Commitments

Each employee works together to strive to create the best design company by improving communication, showing genuine care for each other and the company, focusing on delivering quality, and demonstrating professionalism through personal excellence, with a shared passion, dedication, and commitment to providing exceptional value to our clients.

Traits for Success | #servicewithasmile

• Aims for the WOW in providing exceptional customer service to clients and staff!
• Organized and attentive to project details.
• Proactive.
• Takes ownership of the work.
• Has great follow through.

Essential Duties | What You’ll Do - The Fun Stuff

• Assist the Venue Director and Venue Managers with daily venue operations
• Support the planning, coordination, and execution of events from inception through completion
• Communicate with clients, vendors, and internal departments as directed by leadership
• Organize and maintain event schedules, timelines, production notes, and floor plans
• Oversee event setup and breakdown, including furniture, décor, equipment, and staging
• Ensure venue readiness prior to events and proper cleanup following events
• Coordinate vendor arrival, load-in/load-out, and on-site logistics
• Assist in maintaining inventory of venue supplies, components, and equipment, including understanding inventory relationships, quantities, and naming conventions
• Navigate event planning software to locate, manage, and track inventory items
• Assist in coordinating client presentation materials, including event photos and visual assets
• Support ordering and coordination of rental items in collaboration with vendors, clients, and venue staff
• Assist in reviewing and confirming event specifications, including floor plans, power requirements, room dimensions, and production needs
• Conduct venue walkthroughs and assist in identifying and resolving logistical or production issues in collaboration with relevant teams
• Participate in production meetings with Event Producers to finalize event details, including floor plans, prop lists, table counts, and setup/strike schedules
• Monitor production timelines to ensure all event elements are delivered accurately and on schedule
• Serve as a liaison between clients and internal teams to support contract adjustments, answer inquiries, and ensure client satisfaction
• Support continuous improvement initiatives by identifying opportunities to streamline workflows and improve operational efficiency
• Maintain strong working relationships with internal departments and external partners to ensure cohesive event execution
• Promptly communicate issues, concerns, or client requests to the Venue Manager or Venue Director
• Provide general administrative support, including documentation, checklists, and reporting as needed

Other Duties and Safety Requirements | There’s More!

• Complies with all department and company safety guidelines, procedures, and rules.
• Mentors safe work practices to co-workers and team.
• Completes all safety training as directed and within established timelines.
• Interfaces professionally with all people, internal and external, in a kind and respectful manner.
• Tracks and enters time and assigns hours and tasks to appropriate events and jobs in time and attendance system.
• Completes all Human Resources and Payroll tasks and notifications through the Employee Self Service Online Portal on a weekly basis, as directed and within established timelines.
• Assists in other departments as needed and directed.
• May perform other duties as required.

Qualifications | What You Need to Bring

• Associate or Bachelor’s Degree preferred.
• 1-3 years’ experience in event production (particularly in a creative or event décor industry).
• Strong Microsoft Word, Excel computer skills.
• Familiarity with event planning software helpful.
• Ability to compute costs and analyze pricing and contract specifications.
• Strong project management skills.
• Ability to deal effectively with diverse individuals at all organizational levels.
• Excellent customer service skills including tact and diplomacy.
• Proven ability to multitask and work in a fast-paced setting.
• Demonstrated ability to share skills and knowledge with others.
• Effective problem solving and mediation skills.
• Outstanding interpersonal communications and conflict management skills.
• Excellent attention to detail, highly organized, with outstanding follow-up skills.

Physical and Work Environment Requirements | What it is Like in the Office

• Use a computer 75% the workday.
• Ability to sit up to 75% of the workday.
• Ability to walk 25% of the workday.
• Required to move throughout the buildings during the workday.
• Ability to travel to client and venue locations to preview events.
• Must be able to tolerate moderate noise.
• Must have 20/20 vision with correction.
• Must be available to work on-site at events two (2) times per month when assistance is needed.

Pay & Benefits | What You’ll Receive

• Health Insurance: Medical, dental, and vision insurance options available full-time.
• Retirement Plan: 401(k) plan with company matching.
• Paid Time Off (PTO): In compliance with Illinois State Law.
• Training & Development: Opportunities for skill development and career advancement.
• Flexible scheduling, including evening and weekend availability.
• Safe and supportive work environment.

Equal Opportunity Employer Statement:

Kehoe Designs is an Equal Opportunity Employer and is committed to fostering a diverse and inclusive work environment. We encourage applicants from all backgrounds to apply.