Event Coordinator (On-Site)

Job Description

Job Description

The Event Coordinator provides administrative, operational, and event coordination support for the Marketing Department of an architecture and engineering firm. This role coordinates business development, recruiting, employee engagement, client, community, and corporate events while supporting the day-to-day execution of marketing initiatives. The successful candidate is highly organized, detail-oriented, and service-oriented, with the ability to manage multiple priorities in a fast-paced professional services environment.  

Qualifications  

• Associate's or Bachelor's degree in Marketing, Communications, Business Administration, Event Management, or a related field preferred . 
• Two or more years of experience in marketing coordination, event planning, administrative support, or a related role. 
• Experience supporting architecture, engineering, construction, professional services, or business-to-business organizations preferred. 
• Strong organizational and project management skills. 
• Excellent written and verbal communication skills. 
• Proficiency in Microsoft Office Suite and event management platforms. 
• Ability to manage multiple priorities and deadlines with minimal supervision. 
• Strong interpersonal and customer service skills. 
• Ability to maintain confidentiality and exercise sound professional judgment. 

Key Competencies  

• Event Planning & Coordination 
• Administrative Support 
• Project Coordination 
• Budget Tracking & Reporting 
• Vendor & Contract Coordination 
• Communication & Relationship Management 
• Time Management & Organization 
• Customer Service 
• Problem Solving 
• Attention to Detail 
• Collaboration & Teamwork 
• Professionalism & Accountability 

Success Factors  

Successful performance in this role includes: 

• Delivering high-quality, well-executed internal and external events. 
• Providing exceptional administrative and operational support to the Marketing Department. 
• Maintaining accurate event, project, and budget records. 
• Supporting business development, recruiting, employee engagement, and community outreach objectives. 
• Building strong relationships with employees, clients, universities, vendors, and community partners. 
• Demonstrating initiative, responsiveness, accountability, and attention to detail. 
• Contributing to the firm's visibility, growth, culture, and reputation. 

This position serves as a critical coordination and administrative resource that helps advance the firm's business development efforts, employee experience, community engagement initiatives, and overall brand presence. 

Essential Responsibilities  

Marketing Administration & Operations 

Support the day-to-day operations of the Marketing Department by providing administrative, organizational, and project coordination assistance. Responsibilities include managing departmental schedules, communications, documentation, budgets, and marketing resources to ensure efficient execution of marketing initiatives and departmental objectives. 

• Serve as the primary administrative support resource for the Marketing Department. 
• Maintain departmental calendars, event schedules, project trackers, and marketing activity timelines. 
• Coordinate meetings, agendas, presentations, and departmental communications. 
• Prepare reports, correspondence, event summaries, and presentation materials. 
• Track budgets, invoices, sponsorship commitments, vendor agreements, and purchase requests. 
• Maintain organized marketing assets, event records, photographs, and departmental documentation. 
• Support special projects and operational initiatives as assigned. 
• Assist Marketing leadership with administrative and organizational needs. 

Business Development Events 

Support the firm's business development efforts through the coordination of conferences, trade shows, industry events, client functions, and networking opportunities. 

• Event planning and project coordination. 
• Sponsorship administration. 
• Venue selection and vendor management. 
• Registration management and attendee tracking. 
• Coordination of marketing collateral, branded materials, and promotional items. 
• Travel logistics support as assigned. 
• On-site event support and execution. 
• Post-event reporting and performance tracking. 

Partner with Business Development leaders to maximize the firm's visibility within target industries, markets, professional associations, and client communities. 

Recruiting & University Relations 

Partner with People & Culture, hiring managers, and technical leaders to coordinate recruiting activities that support the firm's talent acquisition strategy. 

• Career fair coordination. 
• University and campus recruiting events. 
• Internship and co-op recruiting initiatives. 
• Candidate engagement activities. 
• Recruiting material preparation and distribution. 
• Scheduling and logistical support. 
• Candidate follow-up communications. 

Employee Engagement & Internal Events 

Coordinate and support employee engagement, professional development, and company culture initiatives through the planning and execution of firm-sponsored events, meetings, and programs. Serve as the primary coordinator for office-based event spaces and related activities, ensuring facilities are effectively utilized to support employee engagement, training, client meetings, industry networking, and community outreach. 

• Coordinate employee engagement, professional development, and company culture events, including: 
• Employee Appreciation Day 
• Company Spring Picnic 
• Quarterly Offsites 
• Architecture Summit 
• Engineering Summit 
• Sales Summit 
• Project Management Workshops 
• Leadership Meetings 
• Employee Recognition Programs 
• Team-Building Activities 
• Holiday Celebrations 
• Manage office-based event calendars, scheduling, and space utilization. 
• Coordinate event requests, approvals, and logistical requirements. 
• Oversee vendor, catering, audiovisual, and facility arrangements. 
• Manage registrations, invitations, attendee communications, and event materials. 
• Coordinate room setup, event execution, and onsite support. 
• Track facility utilization and recommend opportunities to increase employee, client, and community engagement. 
• Support approved internal and external events that enhance collaboration, strengthen professional relationships, and maximize the value of the firm's office facilities. 
• Manage event budgets, invoices, sponsorships, and related administrative documentation. 
• Conduct post-event evaluations and provide recommendations for continuous improvement. 

This role is responsible for the end-to-end coordination of employee engagement and office-based events, ensuring a professional, welcoming, and engaging experience for employees, clients, partners, and community stakeholders. 

Development Department Support 

Provide administrative and event coordination support to the Development Department and other business units as assigned. 

• Meeting and calendar coordination. 
• Event planning and logistics. 
• Preparation of presentations, reports, and materials. 
• Stakeholder and donor event support. 
• Administrative recordkeeping and documentation. 
• Vendor and facility coordination. 
• General operational support. 

Community Engagement & CP Gives Events 

Coordinate community involvement activities through the firm's charitable giving, volunteer engagement, and community partnership programs. 

• Event intake and evaluation. 
• Sponsorship coordination. 
• Volunteer recruitment and management. 
• Budget tracking and reporting. 
• Community partner communications. 
• Event logistics and execution. 
• Participation and impact reporting. 

Examples may include: 

• Arizona Tour de Cure 
• Florida Tour de Cure 
• Corporate 5K 
• Canstruction Orlando 
• BAM Orlando 
• CIL of Central Florida 
• Foster 100 
• Publix Golf Tournament (Kidney Foundation) 
• WIA Orlando 
• Industry Association Events 
• Community and Workforce Development Programs 

Identify opportunities for employees, clients, and community partners to engage in initiatives that support the firm's values and community impact goals. 

Holiday Parties, Client Events & Firm Celebrations 

Coordinate office celebrations, holiday gatherings, client appreciation events, ribbon cuttings, open houses, and other company-sponsored functions in accordance with approved budgets and company guidelines. 

• Venue and vendor coordination. 
• Event planning and logistics. 
• Budget administration and tracking. 
• Guest registration and communications. 
• Event execution and onsite support. 
• Post-event evaluation and reporting.