Event Coordinator

Location: Hybrid (Plano, Texas)

Team Size: Small team (under 10)

Job Summary:

The Event Coordinator is responsible for planning, coordinating, and executing a variety of events, ranging from corporate meetings to social gatherings, conferences, weddings, and fundraisers. The role involves managing logistics, vendor relationships, and communications to ensure that each event runs smoothly, on time, and within budget.

Key Responsibilities:

• Event Planning: Collaborate with clients or internal teams to understand event goals and requirements. Develop detailed event plans, timelines, and budgets.
• Vendor Management: Research, negotiate, and contract with event vendors such as caterers, venues, decorators, audiovisual providers, and entertainment.
• Logistics Coordination: Organize event logistics including venue setup, guest accommodations, transportation, and schedule management.
• Budget Management: Track expenses, maintain financial records, and ensure all events stay within the allocated budget.
• On-Site Event Management: Oversee the setup, execution, and breakdown of events. Ensure smooth operations on the day of the event, troubleshooting any issues that arise.
• Client Communication: Serve as the main point of contact for clients, ensuring clear communication before, during, and after events.
• Marketing and Promotion (if applicable): Collaborate with marketing teams to promote events through various channels such as social media, websites, and email campaigns.
• Post-Event Follow-up: Conduct post-event evaluations to assess outcomes and gather feedback from clients and attendees for future improvements.

Required Skills and Qualifications:

• Experience: 2-3 years of experience in event planning, hospitality, or a related field.
• Education: Bachelor's degree in event management, hospitality, communications, or related disciplines (preferred).
• Strong organizational skills: Ability to multitask and manage several events and deadlines simultaneously.
• Communication skills: Excellent written and verbal communication skills, with the ability to interact effectively with clients, vendors, and team members.
• Attention to detail: Meticulous attention to detail to ensure all aspects of events are executed flawlessly.
• Problem-solving: Ability to remain calm under pressure and quickly resolve any issues that arise during events.
• Flexibility: Willingness to work evenings, weekends, and long hours during event preparations and execution.
• Technical proficiency: Familiarity with event management software, registration platforms, and basic office tools (e.g., Microsoft Office Suite).

Preferred Skills and Qualifications:

• Experience in managing corporate events, trade shows, or large-scale conferences.
• Proficiency in using event planning software (e.g., Cvent, Eventbrite).
• Certification in event planning or project management (CMP, CSEP, or PMP).