Event Coordinator

Job Description

Job Description

Position Summary The Event Coordinator supports the planning, organizing, and execution of events by coordinating logistics, communicating with clients and vendors, and ensuring all event details run smoothly. This role requires strong communication, problem-solving abilities, and excellent attention to detail.

Key Responsibilities

Event Planning & Coordination

• Assist in planning and executing events such corporate meetings/receptions, weddings, fundraisers, and live performances.
• Consult with clients to understand event objectives, requirements, and expectations.
• Coordinate event logistics including schedules, load-ins/outs, room setups, décor, production AV, signage, and accessibility needs.
• Arrange audio-visual equipment, staging, transportation, and other required event resources.
• Work closely with venue staff to confirm details and ensure event specifications are met.
• Inspect event spaces to ensure they meet customer requirements and safety standards.
• Maintain accurate records of event details, changes, and communication.

On-Site Event Operations

• Monitor event activities to ensure smooth operations and immediate resolution of issues.
• Assist guests, clients, performers, presenters, and vendors with event-day needs.
• Provide excellent on-site customer service and represent the venue professionally.
• Ensure compliance with venue rules, safety procedures, and relevant regulations.

Communication & Customer Service

• Serve as a primary point of contact for clients before and during events.
• Communicate event details and updates to internal departments and supervisors.
• Establish and maintain positive working relationships with clients, vendors, and colleagues.
• Address concerns or questions from clients and guests promptly and courteously.

Administrative & Technical Tasks

• Create event documents such as timelines, setup sheets, checklists, and floor plans.
• Assist with marketing materials, social media posts, and event-related communication when needed.
• Use project management systems, email, spreadsheets, and calendar software to organize event information.
• Interact with databases, scheduling software, and standard office applications.

Required Skills

Social & Interpersonal Skills

• Able to adjust actions based on others' needs and behaviors.
• Strong awareness of guest reactions and ability to adapt quickly.
• Comfortable assisting people and providing a high level of service.

Complex Problem-Solving

• Logistical/ Managerial Skills
• Ability to delegate and communicate duties to venue staff

Technical & Computer Skills

• Proficient with:
  • Word processing (Microsoft Word, Google Docs)
  • Spreadsheets (Microsoft Excel, Google Sheets)
  • Email and calendar tools (Outlook, Gmail)
  • Basic graphics or layout software (optional): Canva, Adobe Photoshop, or InDesign
  • Event/venue software (Tripleseat, Prismm, event management systems)

System & Organizational Skills

• Strong time-management skills and ability to prioritize multiple events.
• Understands how operational changes affect event outcomes.

Resource & People Coordination

• Organize staff, volunteers, and vendors during event operations.

Ensure equipment, materials, and spaces are properly prepared and used efficiently.