Administrative Coordinator

Published: 6/14/2022

Job Description

Robert Half has a very fun and exciting job opportunity with one of top clients in San Mateo. Our client is seeking an energetic, organized, and customer-focused Event Coordinator to support the planning and execution of events at a busy private event y venue in San Mateo. This role will work closely with clients, vendors, staff, and event teams to ensure events are organized, well-coordinated, and delivered with a high level of service.

The ideal candidate is personable, detail-oriented, and comfortable managing multiple moving pieces in a fast-paced event environment. This is a hands-on opportunity for someone who enjoys working with people, coordinating logistics, and helping create memorable guest experiences.

Key Responsibilities

Coordinate the planning and execution of weddings, parties, corporate events, fundraisers, and other private functions.
Serve as a primary point of contact for clients throughout the event planning process.
Communicate with clients regarding event details, menus, guest counts, timelines, setup requirements, and special requests.
Coordinate event logistics with catering staff, kitchen teams, vendors, and venue personnel.
Prepare and maintain event schedules, timelines, floor plans, guest counts, and other event documentation.
Assist with room setup, tables, seating arrangements, décor, signage, and event materials.
Conduct event walkthroughs and help ensure the venue is prepared prior to guest arrival.
Monitor events during execution and quickly address questions, changes, or unexpected issues.
Coordinate food and beverage service to ensure timing and presentation meet client expectations.
Assist with vendor coordination, deliveries, rentals, entertainment, and other event-related services.
Help manage event-related administrative tasks, including invoices, deposits, contracts, and client communications.
Maintain a professional, welcoming presence and provide exceptional customer service throughout each event.
Assist with post-event breakdown, inventory, and ensuring the venue is left organized and ready for the next event.
Support additional administrative and operational needs as required.

Qualifications

2+ years of experience in event coordination, catering, hospitality, venue management, restaurant operations, or a related field.
Strong organizational and time-management skills.
Excellent verbal and written communication skills.
Ability to manage multiple priorities and remain calm under pressure.
Strong customer service and relationship-building skills.
Comfortable working with clients, vendors, staff, and members of the public.
Strong attention to detail and follow-through.
Proficiency with Microsoft Office, Google Workspace, or similar administrative tools.
Ability to work flexible hours, including evenings, weekends, and holidays based on event schedules.
Previous experience coordinating food service or catered events is highly preferred.