Department: Events

Type: Full-time; Hourly

Immediate Supervisor: Operations Manager

Supervision Purview: N/A

General Statement of Duties

The Operations Coordinator supports the daily logistics, setup, and execution of events at the

Riverside EpiCenter. This role ensures operational excellence by coordinating walkthroughs,

client communications, and setup needs while maintaining strong collaboration with internal

departments. The ideal candidate will be detail-oriented, organized, and proactive, ensuring each

event runs smoothly from planning through completion.

Essential Job Functions

• Serve as a liaison between clients and internal departments (AV, Catering, Entertainment,

Security, etc.) to ensure seamless event execution.

• Send client introduction emails and manage communication via CRM Application.

• Monitor completion of Event Advance Forms and assist clients with walkthrough

scheduling.

• Prepare and confirm walkthroughs, including calendar invites and coordination with all

departments.

• Review event details prior to walkthroughs, ensuring accuracy between the Event

Advance Form, contract, and BEO.

• Attend and facilitate client walkthroughs; gather and finalize setup, décor, AV, and

logistics details.

• Record walkthrough notes in CRM and create official floor diagrams.

• Verify and upload vendor Certificates of Insurance (COI) to ensure compliance with

EpiCenter policy.

• Send pre-event follow-up emails confirming all final details (timeline, vendors,

headcount, etc.).

• Assist with preparation of final call sheets for internal and client distribution.

• Upload all final event materials (call sheets, COIs, diagrams, etc.) to Tripleseat "Attached

Files."• Support the setup, breakdown, and quality control of event spaces as needed.

• Communicate with the Operations Manager on all updates, client needs, and adjustments

in real time.

• Maintain consistent communication with team members and uphold the EpiCenter's

standards of professionalism and hospitality.

Preferred Qualifications / Competencies

• High school diploma or equivalent required; associate degree preferred.

• Minimum 1 year of experience in event coordination, hospitality, or administrative

support.

• Excellent communication and organizational skills with keen attention to detail.

• Ability to manage multiple tasks and deadlines in a fast-paced environment.

• Proficiency in Microsoft Office and Google Workspace

• Strong interpersonal skills with a customer service mindset.

• Availability to work flexible hours, including evenings, weekends, and holidays as

needed.