Event Coordinator

Job Overview

Our client is seeking an Event Coordinator to assist in planning, executing, and managing logistics for various events, training sessions, meetings, and client engagements. This position collaborates with event teams and internal partners to ensure smooth handling of registrations, travel arrangements, vendor relations, attendee communications, and on-site support.

Primary Responsibilities

• Organize logistics, timelines, and deliverables for events and office visits.
• Oversee event registration systems including setup, maintenance, attendee communication, data integrity, and reporting.
• Coordinate travel accommodations such as flights, hotels, and local transportation.
• Maintain event-related documents, calendars, attendee lists, schedules, and project trackers.
• Handle invoicing, expense reporting, and budget documentation.
• Work closely with vendors, venues, and other departments to meet event requirements.
• Prepare materials including agendas, signage, badges, and attendee resources.
• Provide on-site assistance with registration, attendee support, room setup, and resolving issues.
• Keep accurate records and assist with post-event reporting and follow-up.
• Support leadership and event teams with special projects, process enhancements, and departmental activities.

Required Qualifications

• Bachelor's degree or similar professional experience preferred.
• Between one and three years experience in event coordination, hospitality, project coordination, or relevant administrative roles.
• Proficiency in Microsoft Office, particularly Excel; event management software experience (e.g., Cvent) is a plus.
• Strong organizational skills, excellent written and verbal communication, and customer service aptitude.
• Able to manage multiple tasks and deadlines concurrently.
• Detail-focused with strong documentation and record-keeping abilities.
• Capable of lifting up to 30 pounds for event setup.
• Willingness to work extended hours during live events as required.
• Professional attitude and ability to interact effectively with clients, vendors, attendees, and colleagues.

Benefits and Perks

• Competitive pay and a comprehensive benefits package.
• Medical, dental, and vision insurance.
• Flexible spending account options.
• Disability and life insurance coverage.
• 401(k) plan with employer contributions.
• Paid parental leave.
• Generous paid time off and holidays.
• Access to employee assistance and wellness resources.
• Flexible or hybrid work options depending on business needs.
• Employee recognition programs.
• Opportunities for professional growth and development.
• Team-building events and company-sponsored activities.