Job Details

The Event Coordinator is pivotal in orchestrating successful events, ensuring every detail aligns seamlessly with the client's objectives and expectations. From student events to extravagant weddings, this position requires a blend of logistical prowess, creativity, and exceptional communication skills. The Event Coordinator consults with clients to understand their vision, helps manage event budgets, coordinates logistics such as accommodations and parking, and oversees event execution from start to finish. Whether it's ensuring the availability of audio-visual equipment or liaising with set-up staff, the Event Coordinator ensures every aspect is meticulously planned and executed. Post-event evaluations provide valuable insights for future improvements, showcasing the coordinator's commitment to excellence.

FLSA Status: Non-Exempt
Department: Event Services
Reports To: Director of Event Services
Location: Second Floor, Rhatigan Student Center

ESSENTIAL DUTIES AND RESPONSIBILITIES

Consult with customers to determine objectives and requirements for events, such as meetings, conferences, and conventions.Review event bills for accuracy and approve payment.Coordinate services for events, such as accommodation and transportation for participants, facilities, seating, decorations, catering, signage, displays, special needs requirements, printing and event security.Arrange the availability of audio-visual equipment, transportation, displays, and other event needs.Confer with building manager staff to coordinate details.Inspect event facilities to ensure that they conform to customer requirements.Maintain records of event aspects, including financial details.Monitor event activities to ensure compliance with applicable regulations and laws, satisfaction of participants, and resolution of any problems that arise.Coordinate details of events such as conferences, weddings, birthdays, anniversaries, charity events, surprise parties, trade shows, sales meetings, business meetings, employee appreciation events and virtual events.Coordinate and monitor event timelines and ensure deadlines are met.Keep inventory of backdrops, projectors, computers, and other display materials.Conduct post-event evaluations to determine how future events could be improved.

Perform any other related duties as required or assigned.

QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty mentioned satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

EDUCATION AND EXPERIENCE
High School or GED required. A minimum of 1-3 years of experience working in event planning OR related work experience.

PHYSICAL ACTIVITIES
Required to use close vision and be able to focus. Regularly required to talk and hear; frequently required to lift, sit, stand and bend at the knee and waist, and walk. Must be able to have repetitive wrist, hand and/or finger movement to type and work on computer. Must be able to work extended periods of time as required during busy seasons to meet business goals and objectives. Must have finger dexterity and hand-eye coordination to work on computers, telephones, and related office equipment. Must be able to lift up to 10 pounds. Regular attendance is a necessary and essential function.

ENVIRONMENTAL CONDITIONS
General office conditions. Exposed to moderate to loud noise levels

ADDITIONAL INFORMATION
Excellent verbal and written communication skills, including ability to effectively communicate with internal and external customers.
Excellent computer proficiency in Microsoft Office such as Word, PowerPoint, Excel and Outlook.
Must be able to work under pressure and meet deadlines, while maintaining a positive attitude and providing exemplary customer service.
Ability to work independently and in a team to carry out assignments to completion within parameters of instructions given, prescribed routines, and standard accepted practices.
Strong attention to detail.
Strong judgment, decision making and problem-solving skills.
Strong organization, planning skills, and ability to manage projects effectively as well as concentrate on multiple tasks simultaneously.
Some experience and knowledge of basic event planning software.