Event Coordinator (PM)

Job Description

Job Description

We are looking for an organized Event Coordinator (PM) to support high-visibility meetings and special events in Herndon, Virginia. This is a Long-term Contract opportunity for a detail-focused individual who can manage logistics, coordinate onsite services, and deliver a seamless experience for internal stakeholders and guests. The role works closely with conference services partners, vendors, and facility teams to keep events running smoothly from planning through post-event follow-up.

Responsibilities:
• Coordinate end-to-end event logistics for onsite meetings, customer engagements, and occasional offsite gatherings, ensuring each program is executed efficiently.
• Provide day-of event support by preparing spaces, assisting attendees, and resolving operational issues quickly and effectively.
• Maintain organized digital and physical records, track action items, and follow established business policies for meetings, catering, and event administration.
• Monitor event budgets, document expenses, process payments, and reconcile purchasing records with required supporting documentation.
• Arrange food service details, including menu planning, order placement, and communication with catering partners to meet event needs.
• Partner with audiovisual staff to schedule equipment, confirm technical requirements, and support presentation readiness for meetings and events.
• Oversee conference room setups, event materials, signage, printed items, and attendee-facing deliverables such as agendas and name badges.
• Manage room reservations and event details within scheduling systems, while coordinating visitor access, parking, transportation, surveys, and post-event feedback activities.