Event Coordinator

About Generis

Generis produces high-caliber B2B conferences that bring together leaders, specialists, and decision-makers to share insights, build relationships, and exchange ideas. With over 20 years of experience, the company has developed and delivered business events and services across multiple industries in North America and Europe, with a focus on creating meaningful in-person connections and impactful content.

Role Overview

The Event Coordinator will support the Operations team by managing communication with speakers, sponsors, and delegates, coordinating logistics before, during, and after events, and helping to keep budgets, timelines, and deliverables on track. The role also involves maintaining strong relationships with attendees, sponsors, and suppliers while helping ensure a smooth and professional event experience.

Work Location and Schedule

This role is based in Berlin, Germany at Chausseestraße 19, 10115 Berlin. It starts as a 1-year contract with the possibility of moving into a permanent full-time position. The role is salaried. Working hours are standard business hours: Monday to Thursday from 8:30 a.m. to 5:00 p.m., and Friday from 8:30 a.m. to 4:30 p.m.

The position is fully in-office for the first six months. After that period, up to seven work-from-home days per month may be available, specifically on Mondays and Fridays.

Responsibilities

• Act as the main point of contact for delegates, speakers, and sponsors after their participation has been confirmed by the sales team, ensuring communication stays active and deadlines are met.
• Maintain and update event databases in Salesforce, Google Drive, and Excel, and carry out weekly checks to keep information accurate.
• Identify and escalate risks or issues that could affect event success.
• Coordinate closely with venues to make sure all setup and event details are clearly communicated.
• Handle early-stage discussions for venue contracts and third-party supplier agreements, including audio-visual partners.
• Make frequent follow-up calls to collect missing details from delegates and sponsors before events.
• Conduct pre-event walkthrough calls with delegates and sponsors so they understand the event format and summit experience.
• Reply quickly and professionally to incoming enquiries by phone, email, and text.
• Work with internal teams to ensure event materials such as show guides, banners, signage, and programs are submitted, reviewed, produced, and delivered on time.
• Support the delivery of key event components between delegates and sponsors while overseeing logistics.
• Draft preliminary event budgets and reconcile post-event costs, including invoice review and processing.
• Make minor website edits using WordPress.
• Create the on-site event schedule and assign tasks to staff working at the event.
• Manage registration and check-in, and help set up event materials such as folders, name badges, and signage.
• Coordinate with hotel teams to ensure food and beverage service, room setup, lighting, temperature, and overall atmosphere meet event needs.
• Track delegate attrition in Salesforce during check-in.
• Lead delegate and sponsor one-to-one meetings onsite.
• Carry out other administrative tasks as needed.
• Help plan and run office socials and internal events.
• Support office supply ordering.
• Assist with facility-related issues and improvement initiatives.

Requirements

• At least 1 year of experience in event coordination or in a fast-moving customer service/client relations role.
• At least 1 year of intermediate to advanced Excel experience.
• Salesforce or a similar CRM is preferred.
• Strong ability to review contracts and support negotiations.
• Excellent organization, time management, and multitasking ability.
• Professional, clear, and diplomatic communication skills in both written and verbal formats.
• Ability to oversee tasks, identify risks, and share important updates with management.
• Ownership mindset with the ability to carry tasks through to completion.
• Comfortable using MS Word, Excel, and Google Drive.
• Able to work effectively both independently and as part of a team.
• Calm under pressure and able to resolve unexpected issues quickly and effectively.
• Willingness and ability to travel within Europe up to 7 times per year.
• Ability to work extended hours on your feet and lift items weighing 10 to 20 lbs during scheduled events.

Additional Information

The role requires travel within Europe up to 7 times per year. Candidates must also be able to handle extended periods on their feet and lift 10 to 20 lbs during event operations.

Equal Opportunity

Generis is an equal opportunity employer and values a diverse, inclusive workplace. Support or accommodation can be provided if needed.

What We Offer

• The chance to travel to business summits and gain practical client-facing and event execution experience while working with a global team.
• A hybrid setup after the initial six-month in-office period, with work-from-home days available on Mondays and Fridays.
• A lively, upbeat, and engaging workplace.
• Strong growth potential and opportunities for career progression.
• Monthly company-wide town hall meetings with updates, recognition, and social activities.
• Urban Sports Club and BVG corporate discounts.