Event Coordinator

Event Coordinator

Job Title: Event Coordinator

FLSA: Non-exempt Hourly

Reports to: General Manager

Revision Date: 03/28/2025

Job Summary

The Event Coordinator supports the Event Managers, and all things administrative related to the event. The event coordinator will be assigned to specific events and tasks to support the Event Manager to plan, execute, and final reconciliations of the events. The event Coordinator will be assigned various tasks depending on the event including but not limited to the following:

Responsibilities

· Collaborate with various departments to assist in execution and administration tasks for various events, festivals, etc.

· Assist the Event Manager to ensure each event is set up correctly in the shared files with the appropriate templates, etc.

· Ensure all checkpoints and milestones are met leading up to the event.

· Assist with contacting hotels to confirm room blocks, rates, etc. This could be cold calls for new business or securing previous business for the next event.

· Assist with regular rate integrity checks regularly and ensure the most effective and productive processes are being used.

· Maintain a positive and supportive attitude.

· Always work productively and continue to develop professionally.

· Always follow all processes and procedures for effective completion of work.

· Prepare regular reports for management as requested.

· Provide regular updates for events as requested (weekly, biweekly, monthly, etc.)

· Notify your event manager immediately of any emergencies or concerns that may arise before, during, or after your event.

· Work a flexible schedule when required. Occasionally non-standard work hours will be required for an event.

· Ensure you compliant with all processes.

· Conduct Quality checks to verify that all aspects of events established standards and expectations are being met.

· Communicate with vendors, suppliers, clients, hotels to ensure all event details are finalized.

· Perform various administrative duties as directed such as updating databases, rooming list, contracts, and addendums when requested.

· Assist the Event Manager in tracking and managing event budgets when requested.

· Assist in post event reconciliation, reporting, etc.

· It is common for Event Coordinators to train as an Event Manager. In this case you may be required to manage a smaller event on your own from beginning to end to ensure all steps and processes are followed in executing an event.

Required Skills/Abilities

· Time Management

· Excellent Communication (written and oral)

· Analytical Skills – Ability to use thinking and reasoning to solve a problem.

· Detail Oriented – Ability to pay attention to the many details of a project.

· Communication - Ability to communicate effectively with others using both written and verbal communication.

· Ability to work under pressure – Ability to complete assigned tasks under stressful situations.

· Organized – Possessing the trait of being organized or following a systematic method of performing a task.

Education and Experience

· Highschool, GED, or equivalent.

· College preferred but not required.

Technology and Tools

· Microsoft Office including (Outlook, Word, Excel, PowerPoint), Google Docs and Google Sheets

Key Accountabilities

· Complete all tasks assigned to support the Event Manager during the event and during pre- & post-event.

· Provide excellent customer service to internal and external clients always.

· Maintain assigned tracking lists as required.

· Complete all paperwork accurately and timely as assigned.

· Complete and follow-up on all calls/emails to hotels as requested.

· Follow all processes and procedures established.

· Excellent time and attendance

Physical Requirements/Environment

This position is in an office environment in a controlled climate. It is quiet most of the time. Desk work requires sitting 90% of the time with the ability to stand, walk, reach, bend, twist, squat up to10% of the time. Must speak and read English, must be able to use both hands and arms with manual finger manipulation. Must have near vision and the ability to hear others.

We are committed to the full inclusion of all qualified individuals. As part of this commitment, we will ensure that people with disabilities are provided with reasonable accommodation for the hiring process, if needed, to meet the minimum required essential job duties, when applicable and cost effective.

It is also our policy at Fan Experiences to provide equal employment opportunities without regard to race, color, religion, sex, national origin, age, disability, marital status, veteran status, sexual orientation, genetic information, or any other protected characteristic under applicable law.

Some travel may be required (approx. 10% or less).

Drug Screen, DMV, and Criminal Background Screen required Post Offer

Job Type: Full-time

Pay: $18.00 - $21.00 per hour

Expected hours: 40 per week

Benefits:

• Health insurance
• Paid time off

Schedule:

• 8 hour shift
• Day shift
• Evenings as needed
• Weekends as needed

Application Question(s):

• Are you able to work Full-time, 10:00 am - 7:00 pm or 11:00 am to 8:00 pm? The available opening we have will be one of these shifts.

Ability to Commute:

• Winter Park, FL 32789 (Required)

Work Location: In person

Salary : $18 - $21