Event Operations Coordinator

Space Center Houston is a space exploration learning destination dedicated to revealing how science and humanity power space exploration through meaningful, moving experiences about people and the courage, innovation, and teamwork they use to expand the boundaries of what's possible. We inspire guests of all ages to connect with the significance of space exploration as incredible feats of human spaceflight continue to bring joy and wonder to the world. Owned and operated by the nonprofit Manned Space Flight Education Foundation, we are the Official Visitor Center of NASA Johnson Space Center and a Smithsonian affiliate.

We are currently seeking a full-time Event Operations Coordinator, responsible for driving new business, ensuring excellent client service, and managing the seamless execution of events from concept to completion. Responsibilities and qualifications are shown below:

POSITION RESPONSIBILTIES:

• Sales & Business Development:
• Serve as the primary point of contact for internal & external event inquiries, ensuring all inquiries are returned within a timely manner (generally one business day).
• Generate new event leads and drive revenue through various sales methods including face-to-face meetings, site visits, networking, and follow-up with prospective clients.
• Create and deliver compelling event proposals tailored to client needs and budgets.
• Meet or exceed sales targets and touchpoint goals to contribute to the overall success of the team.
• Identify and act on upselling opportunities with both new and existing clients to maximize revenue potential.
• Develop and maintain relationships with past, prospective, and current clients, ensuring satisfaction and retention through excellent service and follow-up.
• Collaborate with marketing, catering teams, and internal departments to drive promotions and ensure smooth coordination between sales and operations.
• Manage website inquiries from third-party platforms and ensure event information is accurate and up to date.
• Event Coordination & Operations:
• Oversee the planning, coordination, and execution of events, ensuring all aspects meet client expectations.
• Prepare and distribute BEOs (Banquet Event Orders) for both internal and external events, using systems like VenueOps for communication and setup details.
• Work closely with Wolfgang Puck Catering and other vendors to develop tailored event packages that align with clients’ needs and enhance the overall experience.
• Attend onsite events to ensure seamless execution, managing logistics, and addressing any issues as they arise.
• Collaborate with internal teams and departments to ensure that all event details (setup, AV, staffing, etc.) are clearly communicated and executed.
• Provide on-the-ground leadership and guidance during large-scale and VIP events, ensuring all details are handled efficiently.
• Contribute to weekly operations meetings and training sessions, staying current on internal programs and procedures.
• Perform administrative duties related to event documentation, client communication, and sales pipeline tracking.
• Customer Communication & Relationship Management:
• Ensure timely and accurate communication with clients through phone, email, and in-person meetings to capture all event details.
• Maintain an organized CRM system to document client interactions, sales activity, and event updates.
• Foster relationships with clients through consistent follow-up, addressing concerns and anticipating needs before, during, and after events.
• Collaborate with team members to ensure customer feedback is addressed, and ensure clients are satisfied post-event, paving the way for repeat business and referrals.
• Other duties and special projects as assigned.

POSITION QUALIFICATIONS:

• Minimum of 2 years of experience in event sales and/or coordination, with a proven track record of meeting or exceeding sales goals.
• A Bachelor’s degree in Event Management, Hospitality, Business, or a related field is preferred.
• Excellent sales skills, including lead generation, and relationship management.
• Strong ability to manage both sales and operational aspects of events, ensuring seamless coordination from contract to execution.
• Exceptional communication and customer service skills, both verbal and written, with the ability to interact confidently at all organizational levels.
• Proficient in Microsoft Office Suite, CRM systems, and event management software such as VenueOps, is a plus.
• Demonstrated ability to multitask and handle high-pressure situations while maintaining a positive, professional attitude.
• Ability to anticipate client needs and manage multiple projects simultaneously with attention to detail.
• Strong problem-solving abilities with a focus on client satisfaction and effective event execution.
• Ability to work flexible hours, including evenings, weekends, and holidays, with occasional travel as required.
• Bilingual skills are a plus.

PHYSICAL ABILITIES/WORK ENVIRONMENT:

• Must be physically able to lift up to 20 pounds and have the ability to stand for up to 6 hours at time.
• Available to work flexible hours including weekends, and some evenings/nights.