Event Project Coordinator

Summary/Objective: The Event Project Coordinator for small-medium scale events plays a vital administrative role in supporting our sales and operations team. You’ll be responsible for organizing event details, managing documentation, coordinating logistics, and helping drive every phase of the event lifecycle to successful execution. If you’re proactive, detail-obsessed, and thrive in a fast-moving environment- we want you on our team.

Essential Functions:

• Maintain the overall success of the event job contracts and equipment reservations.
• Organize and update the job with critical changes and/or documentation.
• Assist with job costing and reconciliation- tracking actuals vs. estimates.
• Serve as the communication bridge between sales, operations, and logistics team.
• Monitor internal process adherence and support cross-departmental collaboration.
• Uphold company standards and maintain compliance with policies and procedures.
• Operate equipment, if necessary to ensure event success.
• Conduct walk-throughs with client to ensure the job meets the client's needs.
• Collaborate with sales team members when conducting a site visit with client to ensure it meets clients' expectations.
• Address problems and/or concerns in a timely manner.
• Understand or have working knowledge of labor force strategies for logistic and warehouse teams.

Competencies:

The Event Project Coordinator uses a variety of soft skills, technical abilities, and industry knowledge to oversee the execution of event planning and execution, including:

• Great written and verbal communication skills
• Excellent leadership skills, including goal setting, motivation, and training
• Ability to set and monitor a budget
• Good problem-solving, critical thinking and decision-making skills- anticipate challenges and take initiative
• Exceptional organization, project management, time management and multitasking abilities
• Keen attention to detail
• Results Driven.
• Strong Organizational skills
• Strong Customer/Client Focus and Relationship Skills.
• Technical Capacity.
• Optimizes Work Processes.
• Financial Acumen
• Hospitality
• Responsiveness
• Team-Oriented- collaborative, with a “help-first” mindset and willingness to pitch in where needed.
• Stress Management
• Multi-Tasking-able to juggle multiple projects with competing deadlines

Supervisory Responsibility:

None.

Work Environment:

This job operates in a warehouse, office, and outside environment with moderate exposure to outdoor temperatures and to dirt, sand and/or dust. The working conditions will vary between moderately quiet to noisy volumes.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. This would require the ability to lift, push, and pull items up to 50 lbs. (when necessary) and stand for extended periods of time.

Position Type/Expected Hours of Work:

This is a full-time position. Must be able to work flexible and/or extended hours during event set-ups as required.

Travel:

As directed.

Required Education and Experience:

• High School diploma and/or GED required
• 2 years of experience in project coordination, event operations, or administrative roles
• Proficient in operating standard office equipment and computer systems, including Microsoft Outlook, Word, Excel.
• Must be able to communicate and comprehend English.
• Must be able to work with team members who do not speak English.

Preferred Education and Experience:

• Bachelor's degree in management, PMP or other Project Management certification, plus 6 years of trade show or special event industry experience preferred.
• Bilingual- Spanish

Work Authorization/Security Clearance:

• Must be authorized to work in the United States of America.