Event Services Coordinator

Conference Services Coordinator

The Conference Services Coordinator is responsible for coordinating and executing conferences, meetings, performances, and special events across the college's conference center, theaters, and academic venues. The role serves as a central point of contact for internal departments, external clients, and partners, ensuring seamless event planning and delivery. The incumbent supports the College's vision and mission by providing exceptional customer service, operational excellence, and collaboration across campus partners.

Duties and Responsibilities

1. Serve as the main point of contact for clients, internal departments, and partners to ensure event requirements are clearly communicated and executed

2. Plan, coordinate, and manage all aspects of events, including scheduling, room setups, audiovisual support, catering (when applicable), and on-site execution.

3. Prepare proposals, banquet event orders (BEOs) / advances, diagrams, and detailed timelines for events.

4. Use CRM / event management system (STS Cloud) and scheduling software (Ad Astra) to process space requests, maintain accurate records, and track event details.

5. Collaborate with campus and operational partners—Facilities/ABM, ITS/AV, Security, and CAEE to ensure smooth and compliant event operations.

6. Conduct client and internal meetings to review logistics, expectations, and ensure adherence to college policies and safety procedures.

7. Provide on-site support, troubleshooting, and monitoring to ensure successful event delivery.

8. Monitor and maintain inventory of event supplies and materials; track usage levels and initiate reordering as needed to support ongoing operations.

9. Perform post-event follow-up, including surveys and post-con notes to support continuous improvement.

10. Reconcile event charges and assist with invoicing and other administrative duties.

11. Attend 10-day operations meeting and other meetings as designated.

12. Other duties as assigned.

Minimum Requirements and Preferred Qualifications

Associate's degree from an accredited institution in Hospitality Management, Communications or closely related field.

One year (1) of experience supporting a customer and/or sales/marketing function.

Preferred Qualifications:

Bachelor's degree from an accredited institution in Hospitality Management, Communications or closely related field.

One (1) to two (2) years of experience supporting a customer and/or sales/marketing function; experience with industry specific software relating to space and contact management (i.e. Delphi, EMS, 25Live).

Additional Information

Knowledge, Skills, Abilities, and Worker Characteristics:

• Must have excellent written and oral communications skills

• Must have strong listening and questioning skills

• Must have excellent organizational and follow-up skills

• Must have ability to manage multiple tasks simultaneously

• Must be able to problem solve quickly and effectively

Working Conditions:

Work is performed in a fast-paced, dynamic environment that includes both office and on-site event settings. The role requires physical activity such as lifting up to 49 pounds, extended periods of standing, walking, bending, squatting, reaching, and navigating stairs. Work also involves routine office tasks, including computer use, phone communication, and document preparation. The position requires frequent travel between campus buildings, other campuses, client sites, and industry events or conferences. Regular interaction with clients is expected, including active listening and clear verbal communication. The position demands flexibility, including availability for evenings, weekends, and occasional irregular hours to support events.

Direction Received: Event Services Manager

Direction Given: Does not directly supervise staff

Benefits

Central Piedmont is happy offer a comprehensive and affordable benefits package to full-time employees including:

• health care
• dental
• vision
• retirement and supplemental retirement
• flexible spending accounts (dependent care and health)
• life insurance and supplemental life insurance
• employee assistance program (for employee and family)
• short-term and long-term disability
• free parking
• holidays (12 + 2 necessity days)
• vacation (120 hours per year to start)
• sick leave (96 hours per year)
• personal days (2 days)
• voluntary shared leave
• paid parental leave (4 to 8 weeks)
• bereavement leave
• longevity pay