Event Coordinator Jobs in Springfield, VA (NOW HIRING)

Event Coordinator – Part-Time

Company Description

Fleetwood Farm Winery is a charming garden winery and event space nestled in the heart of Northern Virginia, conveniently located near Washington, DC, Reston, and Ashburn. Set amidst breathtaking gardens, Fleetwood offers a beautiful and tranquil environment for wine enthusiasts and event guests alike. Known for its exceptional wines, hospitality, and picturesque setting, Fleetwood provides a unique destination for weddings, celebrations, corporate events, and memorable experiences.

Join our team and help us create exceptional experiences for our guests.

Role Description

Fleetwood Farm Winery is seeking a dependable and hospitality-focused Part-Time Event Coordinator to support the on-site execution and closing of weddings, corporate events, and private events.

This is a part-time, on-site position with no benefits, based in Leesburg, VA. The typical shift is 4:00 PM–12:00 AM, primarily on evenings and weekends based on our event calendar.

While titled Event Coordinator, this position is primarily focused on event execution and closing responsibilities. The Event Coordinator will serve as a Fleetwood representative during events, provide exceptional customer service to clients and guests, coordinate with event staff and vendors, monitor event timelines, and ensure each event concludes smoothly and professionally.

The Event Coordinator will also oversee end-of-evening responsibilities, including vendor breakdown, event cleanup, venue reset, and ensuring the event space is properly secured and ready for the next day.

Responsibilities

• Serve as an on-site Fleetwood representative during weddings, corporate events, and private events.
• Review event timelines, layouts, client expectations, vendor requirements, and event details prior to each shift.
• Provide high-quality customer service to clients and guests throughout the event.
• Monitor event timelines and help ensure events remain on schedule.
• Communicate and coordinate with caterers, wedding planners, DJs, rental companies, photographers, and other event vendors.
• Provide direction and support to event staff as needed.
• Respond professionally to client, guest, vendor, or operational issues that arise during an event.
• Ensure Fleetwood policies and venue standards are followed.
• Assist with event transitions, last call, guest departure, and the conclusion of the event.
• Coordinate vendor breakdown and departure at the end of the evening.
• Oversee event cleanup, breakdown, and venue reset.
• Work with cleaning and event staff to ensure event spaces are properly cleaned and organized.
• Ensure Fleetwood furniture, equipment, décor, and supplies are returned to their appropriate locations.
• Inspect event spaces at the end of the evening and report damages, maintenance concerns, excessive cleaning needs, or items left behind.
• Complete required event closing procedures and checklists.
• Ensure designated event spaces are properly secured before leaving the property.
• Communicate any client, vendor, staffing, or operational concerns to management following the event.

Qualifications

• Prior experience in hospitality, weddings, events, restaurants, catering, or customer service preferred.
• Strong communication and customer service skills.
• Spanish-speaking or bilingual English/Spanish candidates are highly preferred.
• Dependable, punctual, professional, and comfortable taking responsibility for closing an event.
• Detail-oriented and highly organized with strong problem-solving abilities.
• Ability to multitask and remain calm in a fast-paced event environment.
• Comfortable communicating with clients, guests, vendors, and event staff.
• Ability to work independently while also collaborating effectively with the Fleetwood team.
• Willingness to assist hands-on with event breakdown, cleanup, organization, and venue reset when needed.
• Familiarity with event coordination software or tools is a plus.
• Must be available to work evenings and weekends.

Schedule & Position Details

• Part-time
• No benefits
• Typical shift: 4:00 PM–12:00 AM
• Primarily evening and weekend events
• Schedule varies based on Fleetwood's event calendar
• Friday, Saturday, and Sunday availability may be required
• Some shifts may extend beyond midnight depending on event needs
• The ideal candidate enjoys hospitality, is comfortable taking ownership of an event during its final hours, and understands that a successful event includes not only the guest experience, but also ensuring the venue is clean, organized, secure, and properly closed at the end of the night.