Meeting & Events Coordinator II

Fore Flight Austin
1801 E 6th St
Suite 400
Austin, TX 78702, USA

The Meeting & Events Coordinator supports the planning, sourcing, contracting, and payment coordination for all company internal and external events. The role supports team offsites, internal conferences, hotel room blocks, trade shows, industry conferences, and client-facing event teams, and serves as the primary liaison between internal stakeholders and external vendors, venues, hotels, and service providers to ensure seamless event execution.

This is an early-career position within the Meetings & Events support function. The coordinator works across the full event support lifecycle — sourcing, contracting, budgeting, logistics, and execution. This is a hybrid role based in Austin, Texas, combining in-office and remote workdays.

• Serve as the primary point of contact for event sourcing, contracting, payment coordination, and logistical support.
• Plan and coordinate internal events, including team offsites, company meetings, conferences, and hotel room blocks.
• Support external event planning such as trade shows, industry conferences, and client-facing activities, including booth reservations, shipping logistics, registration, and on-site execution.
• Coordinate with third-party attendee registration, name badges, event materials, and related event support services.
• Coordinate sourcing, negotiation tracking, and contracting process with hotels, venues, and vendors, ensuring compliance with company policy, procurement terms, deadlines, and financial commitments.
• Manage hotel room blocks, including rooming lists, pickup tracking, attrition management, cutoff dates, and attendee communications.
• Maintain and update vendor and venue databases, including contract history, pricing, and performance metrics.

• Support coordination of event logistics, including venue layouts, room diagrams, seating arrangements, catering, audiovisual requirements, and vendor scheduling.
• Partner with A/V providers to define technical requirements, obtain quotes, and coordinate equipment and on-site support.
• Serve as the internal event lead when required, resolving issues and ensuring successful execution from setup through event closeout.

• Process invoices and vendor payments, reconcile event expenses, and maintain accurate financial records.
• Monitor event budgets and timelines, proactively identifying risks, potential cost overruns, or scheduling issues.

• Support post-event activities, including invoice reconciliation, stakeholder feedback, reporting, and lessons learned.
• Continuously improve event support and management processes, workflows, and vendor relationships.

• 1 to 3 years of experience in event coordination, meeting planning, hospitality, or a related field.
• Experience coordinating hotel room blocks, including rooming lists, pickup reporting, attrition tracking, and cutoff dates.
• Experience coordinating event logistics, including venue setup, food and beverage, vendor management, and attendee support.
• Experience working with A/V providers to coordinate event technology and production requirements.
• Excellent organizational and project management skills with the ability to manage multiple priorities and deadlines.
• Strong written and verbal communication skills with the ability to collaborate effectively across teams and with external partners.
• Proficiency with Microsoft Office, including Excel, Outlook, and PowerPoint, in a Mac environment.
• Experience tracking budgets, processing invoices, and reconciling event expenses.
• Detail-oriented, proactive, and customer-focused with strong follow-through and problem-solving skills.

• Experience in vendor management and contract negotiation, including the ability to review and track contract terms aligned to company policy.
• Experience in a corporate, association, hospitality, or hotel environment.
• Familiarity with event management and registration platforms such as Cvent.
• Experience with expense and procurement systems such as Navan, Concur, Tropic,…