Vendor Event Coordinator

Job Description

Job Description

Company Description

Winsupply is in the business of creating and enabling entrepreneurs to achieve their dreams through wholesale distribution. Winsupply is a group of over 680 locally-owned companies that operate across a variety of industries, including HVAC, Plumbing, Electrical and more. The purpose of the support services campus is to eliminate obstacles and provide support to help our entrepreneurs succeed. Support service employees assist entrepreneurs in achieving their dreams through finance, accounting, IT, and other back-office operations.

Job Description

Position Summary

The Vendor Event Coordinator provides essential operational, administrative, and logistical support to ensure the seamless implementation of events with trusted vendors. This role focuses heavily on maintaining vendor relationships, tracking fulfillment deadlines, and executing designated event segments under structured operational guidelines. This role requires a proactive individual who can work independently and as part of a team to ensure that all events are executed seamlessly and meet our organization’s objectives.

Accountabilities/Responsibilities:

• Vendor Coordination and Support
  • Act as the primary point of contact for external vendors.
  • Collect, Organize, and track vendor contracts, certificates of insurance (COI’s), layouts, and delivery schedules as needed.
  • Maintain relationships with existing vendors and establish new partnerships as needed.
• Event Implementation and Logistics
  • Execute assigned setup and teardown workflows to ensure everything runs smoothly.
  • Coordinate day of registration, asset distribution, signage placement, and catering logistics for each event.
  • Serve as an on-site point of contact to address any issues or emergencies that arise during the event in a timely and efficient manner.
• Data Maintenance
  • Keep internal systems and event processes updated with accurate attendance lists, vendor logs, and post-event metrics to support comprehensive data quality.
  • Gather feedback from attendees and team members to assist with post-event evaluations.
• Budget Administration
  • Assist in organizing invoices, tracking purchase orders, and gathering financial data to help with post-event budget reconciliation.
• Learning Management System
  • Ensure all training materials housed in WinUniversity are updated and meet our general standard of content.
  • Keep open communication with vendor contracts to ensure Local Companies receive state of the art training whenever possible.
• Other Duties as Assigned

Competencies for Success

• Ability to resolve unexpected day-of operational issues and vendor emergencies independently and with composure.
• Ability to maintain a high attention to detail in structured workflows, data integrity, and budget reconciliation.
• Ability to nurture strong, collaborative partnerships with trusted vendors and internal stakeholders.
• Ability to convey operational guidelines, compliance requirements, and deadline expectations professionally and clearly.
• Ability to maintain consistent, proactive, and clear touchpoints with all event stakeholders.
• Ability to manage multiple events simultaneously.

Qualifications

Minimum Qualifications:

• Associates degree in Event Management, Hospitality, Communications, or a related field.
  • Relevant experience considered in lieu of a degree.
• 3-5 years of experience as an Events Coordinator or similar role.
• Proficient in Microsoft Office Suite, Google Suite, and event management software.
• Ability to work flexible hours, including evenings and weekends, as needed.

Preferred Qualifications

• Bachelors Degree in Event Management, Hospitality, Communications, or a related field.

Additional Information

Physical Demands

The physical demands here are representative of those that must be met to successfully perform the essential job functions with or without reasonable accommodations:

• Sitting or standing for extended periods of time.
• Dexterity of hands and fingers to operate a computer keyboard, mouse, and other computer components.
• Ability to work a non-traditional schedule as needed.
• Ability to travel approximately 30% of the time.

We are committed to inclusion, diversity, and equal employment opportunity, regardless of race, color, ancestry, religion, sex, gender, national origin, sexual orientation, age, citizenship, marital status, disability, veteran status, or any other factor protected by applicable federal, state, or local laws.