POSITION OBJECTIVE

Event coordinators should have excellent communication and customer service skills, with a strong ability to build relationships with clients.

They should also be highly organized and detail-oriented, with a proven ability to multitask and handle last-minute changes.

In this position, you plan and coordinate many logistics, create many client databases, accommodations, venues, staffing, catering, transportation, and equipment for sound or video.

You also manage the budget and negotiate pricing with various vendors. Working with other departments within the organization is necessary to determine details such as the goal of the event and number of guests.

Organizational skills, an eye for detail, and the ability to multi-task, prioritize, and delegate duties are imperative.

Excellent communication skills are required to create productive relationships with vendors and sponsors, which is key to a successful career.

ESSENTIAL JOB FUNCTIONS

An event coordinator, also known as an event planner or event specialist, is responsible for planning and organizing events to ensure they run smoothly and to meet the organization’s objectives.

Their duties include but not limited to :

Communication and Interpersonal Skills : Event Coordinators are required to network with a wide variety of entities in the course of their job.

Vendors must be established, and an entire staff must be managed in order for an event to function properly. An Event Coordinator will need to have a general knowledge of what the client expects.

Team Management : Event Coordinators carry out many tasks on their own, but a major aspect of the job is working with a team.

Delegating to a team properly and making sure everyone has what they need to do their job requires team management and leadership skills.

Budgeting : Every event comes with a cost, and it’s the Event Coordinator’s job to keep those costs within the allocated budget.

This will require a degree of financial skill as well as the ability to create accurate reports.

Logistics : Everything in an event, from the seating to the entertainment, must be set up in a practical and useful manner for the client.

To accomplish this, the Event Coordinator must possess a degree of skill in logistics to properly plan the details and anticipate potential problems that may arise.

Logistics : Handling logistics, such as selecting venues, arranging event services, and coordinating various elements of the event like catering, decor, and entertainment.

EDUCATION / EXPERIENCE

High school diploma or general education degree (GED) required. Minimum one year event planning experience required; or one-year related experience and / or training in a supervisory role required.

Exceptional customer skills required.

REQUIREMENTS

• Exceptional oral and written communication skills
• The ability to multitask efficiently & be a self-starter
• Organizational and planning abilities
• Creative thinking and problem solving
• The ability to multitask in fast-paced environments
• Communicating with vendors, suppliers & arranging onsite visits
• Handling problems that arise during the event
• An understanding of event management software, word processors and spreadsheets
• Accounting and budgetary skills
• The ability to identify potential legal liabilities and take steps to mitigate them
• Good networking and customer service skills
• Establishing and maintaining relationships with vendors
• Planning event details and addressing potential problems that may arise
• Creating reliable financial reports and collecting payments on time
• Remaining under budget with all costs
• Planning for potential scenarios that could impact the integrity of the event
• Maintaining a working knowledge of the complex needs of a wide variety of events
• Organizing audiovisual equipment in advance
• Attending and monitoring activities to ensure client satisfaction
• Reviewing bills and approving payments
• Negotiating contracts with clients and service providers
• Managing the event budget
• Ensuring the event complies with insurance, health and safety standards

PHYSICAL DEMANDS

• Most work tasks are performed outdoors.
• Must be able to stand for up to 7 hours per day. Sitting may be required during the rest of the working day. Length of time of these tasks may vary from day to day and task to task.
• Must be able to exert well-paced ability to reach other departments of the hotel on a timely basis.
• Must be able to lift up to 50 lbs. On a regular and continuing basis.
• Must be able to push and pull carts and equipment weighing up to 250 lbs. occasionally.
• Must be able to exert well-paced ability in limited space.
• Must be able to bend, stoop, squat and stretch to fulfill cleaning / inspection tasks.
• Requires grasping, writing, standing, sitting, walking, repetitive motions, bending, climbing, listening and hearing ability and visual acuity.
• Talking and hearing occur continuously in the process of communicating with guests, supervisors and subordinates.
• Vision occurs continuously with the most common visual functions being those of near vision and depth perception.
• Requires manual dexterity to use and operate all necessary equipment.
• Must have finger dexterity to be able to operate office equipment such as computers, printers, 10-key adding machine, electric typewriter, multi-line touch tone phone, filing cabinets, FAX machines, photocopiers, dolly and other office equipment as needed.

WORK ENVIRONMENT

• Must be able to work effectively in a stressful environment, communicate with others, effectively deal with customers and accept constructive criticism from supervisors.
• Must be able to change activity frequently and cope with interruptions.

Last updated : 2024-06-18