What are the responsibilities and job description for the Event Coordinator Specialist position at Poretta & Orr, Exhibits | Events?
Poretta & Orr, Exhibits | Events is a leading event and marketing agency that delivers seamless experiences for clients across various industries.
We specialize in managing conventions, corporate events, and meetings with precision and creativity. Our team is seeking a detail-oriented and organized Event & Housing Coordinator to manage client convention housing needs and assist with internal event planning.
Key Responsibilities:
- Oversee client convention housing, including coordinating with housing bureaus, managing hotel reservations, and ensuring clear client communication before events.
- Serve as the primary liaison between clients, hotels, and housing bureaus to ensure a smooth housing process.
- Assist the internal events team in managing housing logistics for non-convention client meetings and corporate events.
- Utilize and learn our registration software to manage attendee information, reservations, and event details.
- Create and manage registration portals on software platforms.
- Monitor room block usage, troubleshoot housing-related issues, and provide reporting on housing allocations.
- Communicate with hotels regarding rooming lists, attrition, and any special requirements.
- Provide excellent customer service to clients, exhibitors, and attendees regarding housing needs.
Qualifications & Skills:
- Prior experience in event planning, hospitality, or convention housing is preferred.
- Strong project management and organizational skills with an ability to multitask in a fast-paced environment.
- Proficiency in Microsoft Office (Excel, Word, Outlook); experience with event or registration software is a plus.
- Strong communication skills and ability to work effectively with clients and vendors.
- Problem-solving mindset and ability to handle last-minute changes with ease.
- Ability to work both independently and collaboratively in a hybrid in-office environment.
