Events Coordinator

Job Description

Job Description

Established over 70 years ago, Nelsen Corporation, a family-owned business, has grown to become one of the world’s leading OEMs and distributors of residential and commercial water treatment systems and components, and drinking water products. From its headquarters in Medina, Ohio, and additional distribution and manufacturing facilities in Arizona, Texas, Florida, and Wisconsin, Nelsen serves professional dealers in the United States and worldwide. 

Nelsen Corporation is seeking a highly organized Events Coordinator to plan and execute the company's trade shows, Company-Sponsored training events, employee events, and companywide travel arrangements. Working under the general direction of the Marketing Manager, this position manages logistics from initial planning through closeout, coordinates vendors and internal teams, and maintains the calendars, budgets, and records needed to deliver consistent events across the country, anticipating issues, communicating clearly, and remaining composed when priorities change. The ideal candidate anticipates problems, communicates clearly, and stays composed when priorities change.

Why join the Nelsen Team?

Our team is made up of hardworking, talented people. Offering full-time opportunities, working Monday through Friday, our employees enjoy competitive pay, benefits and an exceptional work-life balance.

Work Shift and Hours:  Monday through Friday, 8:00am-5:00pm, at our Medina, OH branch location

Pay: $26.50-$32.50 per hour; pay commensurate with experience and skills

Benefits

• Benefits start the first of the month following 60 days of employment
• Health and wellness benefits eligibility, including medical, dental, vision, 401k, company-paid short/long term disability, life insurance, and more
• 80 hours (prorated for first year) paid time off (PTO), 120 hours the next year
  

Essential Duties and Responsibilities

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily, which includes the following:

Trade Show and Industry Event Planning

• Manage the company’s trade show calendar and coordinate each event from registration through post-event closeout.
• Complete exhibitor registrations, booth selections, sponsorship commitments, venue forms, and required deadlines.
• Develop event timelines, checklists, staffing plans, itineraries, and run-of-show documents.
• Coordinate booth assets and audiovisual needs with Marketing, Sales, Technical Services, and outside partners.
• Plan outbound and return shipping for displays, signage, product samples, literature, promotional items, and other materials; confirm delivery and maintain event inventory.
• Support on-site setup, registration, vendor coordination, attendee needs, issue resolution, and teardown.
• Company-Sponsored Event Planning
• Coordinate in-person and virtual Company-sponsored events, including venues, meeting rooms, food and beverage, audiovisual services, lodging, transportation, and attendee logistics.
• Serve as the primary logistics contact for venues, sponsors, vendors, and internal teams.
• Ensure vendor and sponsorship fees are collected, and coordinate with Accounting team for processing payments or credits.
• Maintain event registration records, attendance lists, communications, signage, materials, and day-of schedules.
• Confirm that each event is prepared to meet the needs of instructors and attendees and resolve logistical issues before and during the program.

Travel Coordination

• Book airfare, lodging, rental vehicles, ground transportation, and other travel for employees, instructors, and approved guests.
• Prepare clear itineraries and confirmations, communicate changes promptly, and assist travelers when disruptions occur.
• Coordinate group hotel blocks and compare rates, terms, cancellation policies, and transportation options.
• Follow company travel policies and event budgets while maintaining accurate traveler and reservation records.
• Handle traveler information and company purchasing details with discretion.

Internal Event Planning

• Plan and coordinate employee events, company meetings, holiday gatherings, sales meetings, training sessions, and other internal programs.
• Work with event sponsors and company leaders to define the purpose, audience, budget, schedule, and service needs for each event.
• Coordinate venues, catering, entertainment, equipment, invitations, registration, and event-day staffing.

Vendor and Budget Management

• Solicit proposals, compare vendors, negotiate terms within assigned authority, and coordinate contract review and approval.
• Create purchase requests and maintain accurate records for deposits, invoices, expenses, credits, and final payments.
• Track committed and actual costs against approved budgets and promptly identify potential overruns.
• Maintain an organized database of venues, hotels, transportation providers, production partners, and other event vendors.

Communication and Event Administration

• Maintain the master event calendar, planning files, contact lists, contracts, deadlines, and approval records.
• Provide timely event updates, briefs, itineraries, and action lists to employees and other stakeholders.
• Coordinate attendee communications and registration using approved event and form platforms, primarily Eventbrite and Microsoft Teams.
• Compile attendance, expenses, feedback, survey responses, lead information, and other event results for post-event reporting and communication to leadership.
• Recommend process improvements to reduce cost, prevent missed deadlines, or improve the employee, dealer, vendor, or attendee experience.

Additional duties as assigned

• Submit reports, expense documentation, and event records accurately and on time.
• Adhere to company policies, procedures, safety standards, and approval requirements.
• Perform other duties as assigned.

Qualifications and Competencies

• The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Strong written and verbal communication skills, sound judgment, and careful attention to detail.
• Ability to organize multiple events at different stages, meet fixed deadlines, and adjust quickly when plans change.
• Computer literate, with Microsoft Office Suite proficiency, particularly Word and Excel; experience with event registration, project management, expense, or customer relationship management systems is preferred.
• Ability to work independently while collaborating effectively with employees, vendors, customers, instructors, and company leaders.
• Valid driver's license and ability to travel regularly within the United States.
• Ability to stand for extended periods and assist with event setup, teardown, and movement of materials, with or without reasonable accommodation.
• Must pass a background check and drug screen

Education and Experience

• Associate or bachelor's degree in event management, hospitality, business, marketing, communications, or related field preferred; equivalent relevant experience will be considered.
• 2+ years of experience coordinating corporate events, trade shows, training programs, group travel, hospitality, or comparable projects.

Travel Requirement

• This position requires up to 15% travel to support trade shows, Company-sponsored events, internal events, and other business needs. Travel may include overnight stays and occasional evening or weekend commitments based on event schedules.