Event Coordinator

Event & Facilities CoordinatorSkip to main content#Event & Facilities Coordinator page is loaded## Event & Facilities CoordinatorApplyremote type: Onsitelocations: 2 Tower Center Blvdtime type: Full timeposted on: Posted Todayjob requisition id: R-00744Our mission is to provide modernized technology platforms, elevated technology support, and valuable insights, empowering our clients to excel in what they do best. We are seeking a highly motivated and experienced Event Coordinator to join our team. This person will play a critical role in coordinating and executing high-quality events and meetings within our office. This position requires exceptional organizational skills, a keen eye for detail, and the ability to collaborate with various internal teams and external vendors to ensure seamless event execution.**Compensation:** $70,000 annually**Hours:** 8am - 5pm, M-F (Flexibility needed)**Key Responsibilities:****Event Coordination and Planning**:* Serve as a point of contact for key groups within the Firm hosting large meetings and events.* Consult with internal clients to understand their event requirements, goals, and budget constraints after it’s been entered into EMS.* Provide expert guidance on event planning, including menu selection, room setup, and logistics.* Develop and maintain a comprehensive event planning checklist and timeline to ensure all aspects of events are covered.**Collaboration with Catering Team**:* Work closely with our on-site Catering Manager, Chef and extended Catering Team to plan and execute events.* Ensure that the Catering Team understands the specific needs of each event, including dietary restrictions, special requests, and presentation preferences.* Work with Catering Manager to oversee the setup and breakdown of catering services, ensuring that all food and beverage arrangements are executed flawlessly.**Corporate Events Team Collaboration**:* Partner with our Corporate Events Team to determine which events should be executed internally.* Collaborate with our Corporate Events Team to transition events that start with them, ensuring that a high level of client communication standards are kept and all event details are communicated and executed effectively.* Assist our Corporate Events Team in managing vendor relationships, securing necessary permits, and coordinating logistics.**Office Service Team Collaboration**:* Work closely with our Office Services Team to understand the layout and capabilities of each Multi-Purpose Room (MPR).* Guide internal clients on suitable room layouts and configurations for their events ensuring optimal use of the space and resources.* Ensure that all layout requirements are communicated clearly to the Office Services Team and executed according to plan.* Lead daily huddle meeting with the Office Services team to review all events/large meetings for the following day.**Facilities Team Coordination**:* Coordinate with the Facilities team to ensure Certificates of Insurance (COIs) are approved for all outside vendors at least one week before the event date.* Coordinate with the Facilities team to schedule after-hour HVAC services with the Property Management Office (PMO) if needed.* Coordinate with the Facilities team to arrange for additional cleaning services post-event to ensure the space is reset and ready for the next morning.* Coordinate with the Facilities team to ensure all facilities-related needs are addressed, including lighting adjustments, and any necessary repairs or maintenance.**Quality Control and Customer Service**:* Maintain the highest standards of quality and service for all events.* Conduct post-event evaluations to gather feedback and identify areas for improvement.* Address any issues or concerns promptly and professionally, ensuring client satisfaction.**Budget Management**:* Partner with the Catering manager and Chef to develop and manage budgets for recuring events, finding cost-effective solutions without compromising on quality.* Track expenses and provide detailed financial reports for each event to Manager.**Vendor Management**:* Build and maintain strong relationships with external vendors and suppliers.* Negotiate contracts and secure competitive pricing for goods and services.**Compliance and Safety**:* Ensure all events comply with safety regulations as per room headcount and layout.* Partner with Catering Manager to Implement food safety protocols and hygiene standards.**Key Competencies:*** **Leadership**: Demonstrates the ability to lead and inspire, fostering a positive and productive work environment.* **Problem-Solving**: Exhibits strong problem-solving skills and the ability to think on their feet during high-pressure situations.* **Customer Focus**: Dedicated to meeting the expectations and requirements of internal clients, ensuring a positive experience.* **Collaboration**: Works effectively with others, both within and outside the organization, to achieve common goals.* **Attention to Detail**: Ensures accuracy and thoroughness in all aspects of event planning and execution.**Qualifications:*** Bachelor’s degree in Hospitality Management, Event Planning, or a related field.* Minimum of 5 years of experience in catering management or event planning, preferably within a corporate environment.* Proven track record of successfully planning and executing large-scale events.* Strong organizational and multitasking skills, with the ability to manage multiple events simultaneously.* Excellent interpersonal and communication skills, with the ability to work effectively with diverse teams and clients.* Proficient in event management software and Microsoft Office Suite.* Detail-oriented, with a focus on delivering high-quality service.* Ability to work flexible hours, including evenings and weekends, as needed.**#LI-KB1** #J-18808-Ljbffr Opensity Solutions