Client Experience & Events Specialist

At The Estate at River Run, luxury is defined not only by the beauty of our setting, but by the ease, care, and intention behind every experience we deliver. The Client Experience & Events Specialist plays a critical role in ensuring that the client experience is effortless at every stage of our clients' journey. This position serves as a connector between clients, vendors, and the internal team, owning key components of the planning process and ensuring seamless event execution. The Client Experience & Events Specialist is responsible for maintaining clear communication, preparing accurate, detailed event documentation, and ensuring that the property and internal systems are consistently organized, aligned, and event-ready. This role requires a balance of hospitality, organization, and operational awareness. It is both client-facing and behind-the-scenes, requiring sound judgment, proactive thinking, and strong follow-through. The Specialist contributes directly to the overall client experience, reinforcing the Estate's reputation for professionalism and thoughtful execution.

PRIMARY RESPONSIBILITIES

Client Communication + Experience

• Maintain consistent, timely, and professional communication with clients throughout the planning process
• Track and manage all client communication within Dubsado, ensuring accuracy and organization
• Send tour follow-ups, inquiry responses, and post-event communication
• Coordinate and support client-facing moments, including tours, walkthroughs, and scheduled visits
• Support 60-day walkthrough preparation, including documentation, note-taking, and follow-through
• Ensure all communication reflects the Estate's brand voice and hospitality standards Event Preparation & Documentation
• Review event timelines and floor plans weekly to ensure accuracy and alignment
• Create and finalize event documentation, including clipboards, floor plans, and logistics materials
• Confirm key event details, including guest counts, rentals, layouts, and timeline accuracy
• Audit all event documentation to ensure completeness and consistency across teams
• Monitor and adjust rain plans as needed
• Ensure all event details are finalized and clearly communicated in advance of execution Operational Coordination & Systems Management
• Reset and maintain systems following event weekends, including documentation, notes, and workflows
• Manage Dubsado workflows, communication tracking, and internal organizational systems
• Oversee inbox tracking and lead routing, ensuring timely and accurate responses
• Maintain organized records, spreadsheets, and internal documentation for team visibility
• Identify and implement opportunities to improve workflows and operational efficiency Venue Readiness & Event Execution
• Walk event spaces in advance to confirm setup accuracy and overall readiness
• Ensure all event materials and documentation are properly prepared and placed
• Communicate final updates and changes to the team prior to events
• Greet clients, planners, and families upon arrival, supporting a smooth and welcoming transition
• Provide on-site support during events, addressing questions, troubleshooting issues, and maintaining flow
• Support rehearsal coordination and execution Vendor & Rental Coordination
• Serve as the primary liaison for rental deliveries, ensuring accuracy and proper placement
• Coordinate vendor arrival times, logistics, and setup expectations
• Serve as a point of contact for vendor needs on-site, ensuring alignment with event plans
• Facilitate clear communication between vendors, planners, and internal team members
• Assist with light setup tasks, including linen placement, as needed Facility Coordination (When On Duty at Events)
• Act as the on-site point of contact for event-related needs and escalations
• Oversee the guest and vendor experience in real time, ensuring a seamless and professional environment
• Manage property elements, including lighting, shades, HVAC, and overall environment adjustments
• Maintain cleanliness, organization, and presentation standards throughout events
• Oversee end-of-event responsibilities, including: ○ Collecting clipboards and confirming sign-offs ○ Supporting property reset and restaging ○ Coordinating with porters on breakdown and inventory organization ○ Ensuring the property is secured and prepared for upcoming events

ADDITIONAL TEAM SUPPORT

(Secondary Responsibilities) In support of broader team needs and coverage, this role may contribute to additional operational, property, or business-related tasks. Property & Facility Support

• Reset and organize interior spaces, including décor, mantles, and dining areas
• Maintain organization of storage areas and supply spaces
• Provide light staging for tours and client visits
• Prepare overnight accommodations, including linens, towels, amenities, and welcome baskets
• Ensure common areas, bathrooms, and kitchenette spaces are stocked and guest-ready
• Support full-house preparation to maintain presentation and hospitality standards Marketing & Business Support
• Maintain and update marketing materials and collateral, including brochures and vendor guides
• Assist with wedding shows, open houses, and promotional events
• Act as a brand ambassador with vendors, partners, and prospective clients
• Support lead response and initial inquiry handling as needed

QUALIFICATIONS

Administrative & Technical Expertise

• Proficiency in Google Workspace (Gmail, Drive, Docs, Sheets, Calendar) and familiarity with Microsoft Office tools
• Experience with CRM and project management systems (Dubsado, Merri, Brevo, or similar)
• Strong competency with spreadsheets, data tracking, and detailed recordkeeping
• Ability to manage calendars, inboxes, and communication workflows with accuracy and efficiency
• Experience creating or maintaining SOPs, templates, and organizational systems Professional Skills & Work Ethic
• Excellent written and verbal communication skills, including strong email etiquette and professional tone
• Highly organized with strong attention to detail, time management, and follow-through
• Ability to manage multiple priorities while maintaining accuracy and composure
• Proactive, reliable, and solution-oriented with strong problem-solving skills
• Comfortable working independently while contributing to a collaborative team environment
• Professional judgment when handling sensitive information and client communications Hospitality & Event Experience
• Experience in hospitality, events, or a client-facing service environment preferred
• Ability to create a welcoming, polished, and supportive client experience
• Comfortable supporting live events and responding to real-time needs
• Ability to lift up to 40 lbs and assist with light physical tasks during event setup and execution
• Valid driver's license and reliable transportation for regular travel to Maidens, VA

SCHEDULE

"Off-Season, No Wedding/Event Weeks" | 9:30 am - 6 pm Mondays-Fridays Slight adjustments can be made with prior approval, such as 8:30 am-5:00 pm, as long as the total number of hours worked equals 42.5 prior to lunch breaks (.5 hour lunch break each day is accounted for daily) "In-Season, Wedding/Event Weeks" | A minimum of 10 weekend days per year is required; hours during the week will be shifted based on the event schedule. On a normal weekend wedding week, Tuesday or Wednesday would be an "off " day, and the weekend shift runs ~4:15 pm - 12:15 am. SALARY Base Salary starting at $43,000 annually, and benefits include:

• Company performance and retention bonus opportunities
• Health insurance is available after 90 days for full-time employees, with a company contribution that increases with tenure.

SIMPLE IRA

with up to 3% employer match

YOU WILL THRIVE IN THIS POSITION IF YOU

• Lead with genuine hospitality and take pride in creating a seamless, welcoming experience
• Find satisfaction in organization, preparation, and ensuring details are handled in advance
• Communicate clearly and consistently, keeping clients and teams aligned
• Enjoy balancing structure and flexibility in a fast-paced, event-driven environment
• Take initiative, anticipate needs, and follow through with accuracy and care
• Value teamwork and shared ownership in delivering exceptional experiences
• Remain calm and solution-focused in dynamic, live-event environments This role is designed as a growth position, with the opportunity to expand in scope and responsibility over time as systems, leadership capacity, and business needs evolve.

About The Estate at River Run The Estate at River Run is a historic Georgian Revival estate set along the James River in Goochland County, Virginia, just outside Richmond. More than a venue, it is a place where history, craftsmanship, and hospitality come together to create meaningful celebrations and unforgettable experiences. Originally built in the 1980's as a private estate, the property has been thoughtfully preserved and reimagined as a premier destination for weddings and private events. From the architecture and landscapes to the guest experience itself, every detail reflects a deep respect for legacy, place, and the stories that unfold here. At the heart of the Estate is a team-driven culture rooted in genuine hospitality, collaboration, and care. We believe luxury is not just how something looks, but how it feels - how seamlessly an experience unfolds and how supported our clients and team feel behind the scenes. Excellence is achieved collectively through clear communication, shared accountability, and pride in our work. Joining The Estate at River Run means becoming part of a team that honors history, leads with intention, and believes the most memorable moments are created when people feel genuinely cared for.

Pay:

From $43,000.00 per year

Benefits:

401(k) 401(k) matching Health insurance Ability to

Commute:

Maidens, VA 23102 (Required)

Work Location:

In person Client Experience & Events Specialist The Estate at River Run 2421 River Road West, Maidens, VA 23102 From $43,000 a year - Full-time From $43,000 a year - Full-time At The Estate at River Run, luxury is defined not only by the beauty of our setting, but by the ease, care, and intention behind every experience we deliver. The Client Experience & Events Specialist plays a critical role in ensuring that the client experience is effortless at every stage of our clients' journey. This position serves as a connector between clients, vendors, and the internal team, owning key components of the planning process and ensuring seamless event execution. The Client Experience & Events Specialist is responsible for maintaining clear communication, preparing accurate, detailed event documentation, and ensuring that the property and internal systems are consistently organized, aligned, and event-ready. This role requires a balance of hospitality, organization, and operational awareness. It is both client-facing and behind-the-scenes, requiring sound judgment, proactive thinking, and strong follow-through. The Specialist contributes directly to the overall client experience, reinforcing the Estate's reputation for professionalism and thoughtful execution.

PRIMARY RESPONSIBILITIES

Client Communication + Experience

• Maintain consistent, timely, and professional communication with clients throughout the planning process
• Track and manage all client communication within Dubsado, ensuring accuracy and organization
• Send tour follow-ups, inquiry responses, and post-event communication
• Coordinate and support client-facing moments, including tours, walkthroughs, and scheduled visits
• Support 60-day walkthrough preparation, including documentation, note-taking, and follow-through
• Ensure all communication reflects the Estate's brand voice and hospitality standards Event Preparation & Documentation
• Review event timelines and floor plans weekly to ensure accuracy and alignment
• Create and finalize event documentation, including clipboards, floor plans, and logistics materials
• Confirm key event details, including guest counts, rentals, layouts, and timeline accuracy
• Audit all event documentation to ensure completeness and consistency across teams
• Monitor and adjust rain plans as needed
• Ensure all event details are finalized and clearly communicated in advance of execution Operational Coordination & Systems Management
• Reset and maintain systems following event weekends, including documentation, notes, and workflows
• Manage Dubsado workflows, communication tracking, and internal organizational systems
• Oversee inbox tracking and lead routing, ensuring timely and accurate responses
• Maintain organized records, spreadsheets, and internal documentation for team visibility
• Identify and implement opportunities to improve workflows and operational efficiency Venue Readiness & Event Execution
• Walk event spaces in advance to confirm setup accuracy and overall readiness
• Ensure all event materials and documentation are properly prepared and placed
• Communicate final updates and changes to the team prior to events
• Greet clients, planners, and families upon arrival, supporting a smooth and welcoming transition
• Provide on-site support during events, addressing questions, troubleshooting issues, and maintaining flow
• Support rehearsal coordination and execution Vendor & Rental Coordination
• Serve as the primary liaison for rental deliveries, ensuring accuracy and proper placement
• Coordinate vendor arrival times, logistics, and setup expectations
• Serve as a point of contact for vendor needs on-site, ensuring alignment with event plans
• Facilitate clear communication between vendors, planners, and internal team members
• Assist with light setup tasks, including linen placement, as needed Facility Coordination (When On Duty at Events)
• Act as the on-site point of contact for event-related needs and escalations
• Oversee the guest and vendor experience in real time, ensuring a seamless and professional environment
• Manage property elements, including lighting, shades, HVAC, and overall environment adjustments
• Maintain cleanliness, organization, and presentation standards throughout events
• Oversee end-of-event responsibilities, including: ○ Collecting clipboards and confirming sign-offs ○ Supporting property reset and restaging ○ Coordinating with porters on breakdown and inventory organization ○ Ensuring the property is secured and prepared for upcoming events

ADDITIONAL TEAM SUPPORT

(Secondary Responsibilities) In support of broader team needs and coverage, this role may contribute to additional operational, property, or business-related tasks. Property & Facility Support

• Reset and organize interior spaces, including décor, mantles, and dining areas
• Maintain organization of storage areas and supply spaces
• Provide light staging for tours and client visits
• Prepare overnight accommodations, including linens, towels, amenities, and welcome baskets
• Ensure common areas, bathrooms, and kitchenette spaces are stocked and guest-ready
• Support full-house preparation to maintain presentation and hospitality standards Marketing & Business Support
• Maintain and update marketing materials and collateral, including brochures and vendor guides
• Assist with wedding shows, open houses, and promotional events
• Act as a brand ambassador with vendors, partners, and prospective clients
• Support lead response and initial inquiry handling as needed

QUALIFICATIONS

Administrative & Technical Expertise

• Proficiency in Google Workspace (Gmail, Drive, Docs, Sheets, Calendar) and familiarity with Microsoft Office tools
• Experience with CRM and project management systems (Dubsado, Merri, Brevo, or similar)
• Strong competency with spreadsheets, data tracking, and detailed recordkeeping
• Ability to manage calendars, inboxes, and communication workflows with accuracy and efficiency
• Experience creating or maintaining SOPs, templates, and organizational systems Professional Skills & Work Ethic
• Excellent written and verbal communication skills, including strong email etiquette and professional tone
• Highly organized with strong attention to detail, time management, and follow-through
• Ability to manage multiple priorities while maintaining accuracy and composure
• Proactive, reliable, and solution-oriented with strong problem-solving skills
• Comfortable working independently while contributing to a collaborative team environment
• Professional judgment when handling sensitive information and client communications Hospitality & Event Experience
• Experience in hospitality, events, or a client-facing service environment preferred
• Ability to create a welcoming, polished, and supportive client experience
• Comfortable supporting live events and responding to real-time needs
• Ability to lift up to 40 lbs and assist with light physical tasks during event setup and execution
• Valid driver's license and reliable transportation for regular travel to Maidens, VA

SCHEDULE

"Off-Season, No Wedding/Event Weeks" | 9:30 am - 6 pm Mondays-Fridays Slight adjustments can be made with prior approval, such as 8:30 am-5:00 pm, as long as the total number of hours worked equals 42.5 prior to lunch breaks (.5 hour lunch break each day is accounted for daily) "In-Season, Wedding/Event Weeks" | A minimum of 10 weekend days per year is required; hours during the week will be shifted based on the event schedule. On a normal weekend wedding week, Tuesday or Wednesday would be an "off " day, and the weekend shift runs ~4:15 pm - 12:15 am. SALARY Base Salary starting at $43,000 annually, and benefits include:

• Company performance and retention bonus opportunities
• Health insurance is available after 90 days for full-time employees, with a company contribution that increases with tenure.

SIMPLE IRA

with up to 3% employer match

YOU WILL THRIVE IN THIS POSITION IF YOU

• Lead with genuine hospitality and take pride in creating a seamless, welcoming experience
• Find satisfaction in organization, preparation, and ensuring details are handled in advance
• Communicate clearly and consistently, keeping clients and teams aligned
• Enjoy balancing structure and flexibility in a fast-paced, event-driven environment
• Take initiative, anticipate needs, and follow through with accuracy and care
• Value teamwork and shared ownership in delivering exceptional experiences
• Remain calm and solution-focused in dynamic, live-event environments This role is designed as a growth position, with the opportunity to expand in scope and responsibility over time as systems, leadership capacity, and business needs evolve.

About The Estate at River Run The Estate at River Run is a historic Georgian Revival estate set along the James River in Goochland County, Virginia, just outside Richmond. More than a venue, it is a place where history, craftsmanship, and hospitality come together to create meaningful celebrations and unforgettable experiences. Originally built in the 1980's as a private estate, the property has been thoughtfully preserved and reimagined as a premier destination for weddings and private events. From the architecture and landscapes to the guest experience itself, every detail reflects a deep respect for legacy, place, and the stories that unfold here. At the heart of the Estate is a team-driven culture rooted in genuine hospitality, collaboration, and care. We believe luxury is not just how something looks, but how it feels - how seamlessly an experience unfolds and how supported our clients and team feel behind the scenes. Excellence is achieved collectively through clear communication, shared accountability, and pride in our work. Joining The Estate at River Run means becoming part of a team that honors history, leads with intention, and believes the most memorable moments are created when people feel genuinely cared for.

Pay:

From $43,000.00 per year

Benefits:

401(k) 401(k) matching Health insurance Ability to

Commute:

Maidens, VA 23102 (Required)

Work Location:

In person