Event Coordinator

Job Purpose & Responsibilities

Job Purpose

The Event Coordinator — Logistics is responsible for coordinating the logistical aspects of events, ensuring seamless planning and execution. Working closely with the event staff, clients, agencies, media, and partner suppliers, this role involves managing registration, transportation, travel itineraries, hotel rooming lists, and contracts. The Event Coordinator will also handle guest relations, vendor coordination, and troubleshooting any issues that arise before and during events.             

Responsibilities

• Event Logistics & Planning:
  • Oversee event logistics, including registration site creation, guest handling, and transportation management.
  • Prepare and manage rooming lists, property grids, and hotel contracts.
  • Create detailed event plans, including food & beverage menus, event design, and décor.
  • Manage contracts and budgets for venues, transportation, vendors, and other event-related services.

• Registration & Travel Management:
  • Manage all aspects of attendee registration using Cvent.
  • Prepare and distribute registration materials (name badges, welcome packets, luggage tags, etc.).
  • Manage and update attendee registration in real-time, ensuring all logistics are in place.
  • Coordinate client and media travel through partner travel agencies, including flight bookings and transportation.
  • Maintain an accurate arrival and departure manifest and ensure smooth logistics on-site.

• Hotel & Vendor Relations:
  • Handle all interactions with hotel management and other vendors (caterers, florists, entertainment).
  • Ensure proper coordination between hotel staff, F&B departments, and on-site event teams.

• On-Site Event Management:
  • Manage on-site staff, troubleshoot issues, and provide support during the event.
  • Supervise logistics, including ground transportation, catering, and décor setups.
  • Ensure all logistical elements of the event are executed as planned, adjusting for any unforeseen issues.
  • Process and reconcile vendor invoices, hotel bills, and event-related expenses.

Skills & Qualifications

Skills & Qualifications

• Experience:
  • 2 - 4 years of experience in logistics and event planning.
  • Experience with Cvent preferred.

• Key Skills:
  • Strong project management, time management, and organizational skills.
  • Excellent attention to detail.
  • Proficient in Microsoft Office Suite (Excel, Word, PowerPoint).
  • Creative problem-solving abilities and a flexible, positive attitude.
  • Ability to manage multiple projects simultaneously in high-pressure environments.
  • Strong written and verbal communication skills.
  • Familiarity with event trends, including food, floral and event design.

• Additional Requirements:
  • Ability to work irregular hours, including weekends, evenings, and early mornings.
  • Willingness to travel extensively (up to 30% of the time).
  • Professional demeanor and a team player mentality.

Preferred Attributes

• Ability to handle stressful situations with grace and professionalism.
• Capacity for strategic thinking, with an anticipatory approach to problem-solving.
• Expertise in event technology tools, with a focus on maximizing efficiency.