Event Operations Coordinator (Full-time)
Job Overview
Employment Type
Full-time
Compensation
Hourly
Range $19.25 - $27.50
Work Schedule
Flexible
Weekend Shifts
Night Shifts
Benefits
Health Insurance
Dental Insurance
Paid Time Off
Retirement Plan
Employee Discounts
Professional development opportunities
Vision Insurance
Job Description
The Phillip and Patricia Frost Museum of Science is a prominent science museum located in Miami, Florida, dedicated to fostering curiosity, exploration, and understanding of the natural world through innovative and interactive exhibits, research, and education. The museum offers a rich blend of immersive science experiences that cater to visitors of all ages, featuring exhibits on various scientific disciplines including physics, biology, chemistry, and environmental science. Known for its commitment to education and community engagement, the Frost Museum of Science provides a dynamic environment where guests can enjoy unique learning opportunities amidst state-of-the-art facilities. From captivating planetarium shows to engaging live science demonstrations, the museum serves as a hub for science enthusiasts and families alike, promoting lifelong learning and discovery.
The Frost Museum is currently seeking a full-time Event Operations Coordinator to join its Guest Experience Department, reporting directly to the Director of Event Sales and Operations. This role is positioned at the P2/4 level and involves comprehensive coordination and management of event logistics across the museum. The Event Operations Coordinator acts as a crucial liaison between the Sales Department, clients, and other museum departments to guarantee the seamless execution of events hosted at the museum's venue spaces. The position demands someone who thrives in a fast-paced, collaborative setting and who values delivering exceptional, professional service to both internal teams and external guests.
As an Event Operations Coordinator, the individual is responsible for managing the detailed planning and logistical arrangements necessary for a variety of events ranging from corporate meetings and private functions to large public exhibitions and educational programs. Key responsibilities include being the primary contact for all event-related communications, ensuring all event details are meticulously outlined in Banquet Event Order (BEO) documents, coordinating with vendors, overseeing event set-up and technical requirements, and supporting the institutional event calendar alongside the Director and Operations Manager. This role requires a high level of organizational skills, excellent communication abilities, and the capacity to prioritize and multitask effectively under pressure.
This full-time opportunity offers an engaging career path within a cultural and educational institution that is deeply connected to its community. The position's success is measured by the Event Operations Coordinator's ability to maintain consistent, friendly, and effective communication with clients and museum stakeholders, troubleshoot any issues promptly, and contribute to memorable event experiences. Candidates with a background in hospitality, event management, or similar fields will find this role particularly rewarding. The Frost Museum values diversity, inclusion, and innovation, creating an empowering workplace for employees who are passionate about science and guest engagement. The role necessitates flexibility, including willingness to work evenings, weekends, and holidays to meet client and event demands.
The Frost Museum is currently seeking a full-time Event Operations Coordinator to join its Guest Experience Department, reporting directly to the Director of Event Sales and Operations. This role is positioned at the P2/4 level and involves comprehensive coordination and management of event logistics across the museum. The Event Operations Coordinator acts as a crucial liaison between the Sales Department, clients, and other museum departments to guarantee the seamless execution of events hosted at the museum's venue spaces. The position demands someone who thrives in a fast-paced, collaborative setting and who values delivering exceptional, professional service to both internal teams and external guests.
As an Event Operations Coordinator, the individual is responsible for managing the detailed planning and logistical arrangements necessary for a variety of events ranging from corporate meetings and private functions to large public exhibitions and educational programs. Key responsibilities include being the primary contact for all event-related communications, ensuring all event details are meticulously outlined in Banquet Event Order (BEO) documents, coordinating with vendors, overseeing event set-up and technical requirements, and supporting the institutional event calendar alongside the Director and Operations Manager. This role requires a high level of organizational skills, excellent communication abilities, and the capacity to prioritize and multitask effectively under pressure.
This full-time opportunity offers an engaging career path within a cultural and educational institution that is deeply connected to its community. The position's success is measured by the Event Operations Coordinator's ability to maintain consistent, friendly, and effective communication with clients and museum stakeholders, troubleshoot any issues promptly, and contribute to memorable event experiences. Candidates with a background in hospitality, event management, or similar fields will find this role particularly rewarding. The Frost Museum values diversity, inclusion, and innovation, creating an empowering workplace for employees who are passionate about science and guest engagement. The role necessitates flexibility, including willingness to work evenings, weekends, and holidays to meet client and event demands.
Job Requirements
- Two or more years of relevant work experience
- Bachelor’s degree in Hospitality Management preferred
- Basic knowledge of Microsoft Office
- Knowledge of hospitality industry applications preferred
- Strong organizational skills and attention to detail
- Excellent verbal and written communication skills
- Ability to manage multiple tasks and prioritize effectively
- Positive and professional interpersonal skills
- Willingness to learn and take initiative
- Ability to work flexible hours including nights, weekends, and holidays
- Basic knowledge of event or hospitality operations preferred
- Fluency in other languages beneficial
- Must be available to work evenings and weekends on a consistent basis
- Ability to stand for long periods and move quickly to resolve issues
- Ability to work in outdoor elements such as sun, heat, and wind
- Physical capacity to perform activities including walking, standing, stooping, sitting, reaching, and lifting up to 50 lbs
- Must pass background clearance
- Must pass drug screening as part of drug free workplace program
Job Qualifications
- Two or more years of relevant work experience
- Bachelor’s degree in Hospitality Management preferred
- Basic knowledge of Microsoft Office
- Knowledge of hospitality industry applications preferred
- Strong organizational skills and attention to detail
- Excellent verbal and written communication skills
- Ability to manage multiple tasks and prioritize effectively
- Positive and professional interpersonal skills
- Willingness to learn and take initiative
- Ability to work flexible hours including nights, weekends, and holidays
- Basic knowledge of event or hospitality operations preferred
- Fluency in other languages beneficial
Job Duties
- Serve as the primary contact for internal and external event-related inquiries
- Ensure all event rental details are accurately documented in Banquet Event Orders (BEOs)
- Coordinate event logistics including setup, purchasing, and private tours based on BEOs and other reports
- Support the Director of Event Sales and Operations and Event Operations Manager with maintaining the event calendar and responding to requests promptly
- Maintain communication with vendors to secure event logistics, deliveries, and schedules
- Facilitate communication with museum stakeholders to manage deliveries and finalize vendor orders
- Attend meetings with the internal catering team
- Conduct pre- and post-event conference meetings as agreed with clients
- Coordinate event aspects including agenda, audio-visual needs, special guests, room setup, transportation, billing, storage, power, registration, and entertainment
- Collaborate with other departments to fulfill client needs impacting security and guest services
- Manage vendor relationships for event requirements
- Perform event room inspections and ensure equipment readiness prior to events
- Keep supervisors informed of issues requiring attention
- Provide professional, engaging, and friendly service
- Assist with event duties as necessary
- Maintain excellent customer service and positive guest interactions
- Be available for client site visits
- Perform other duties as assigned
Job Criteria
Experience
Mid Level (3-7 years)
Job Location
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