Event Booking Coordinator

We are seeking candidates for a dynamic administrative position that will assist with client communications, booking and planning events, as well as hands-on event execution. This position will be part time with potential for growth into a full time leadership position. The ideal candidate is comfortable working independently, taking initiative, and a strong communicator. As we are a growing and developing business, this role will contribute to the on-going innovation and creation of systems and processes and should enjoy creative problem solving.

This position will work primarily alongside and report directly to the Director of Events, as well as collaborate with the other department heads.

Bike Powered Events is a kinetic design company that uses stationary bikes to engage people in fun, creative, and empowering ways. We’re looking for friendly folks to join our staff!

Booking + Admin Responsibilities

• Manage client communication primarily through email and phone calls
• Prepare contracts and invoices for client engagements
• Gather and prepare event logistical information
• Support data management and accuracy across different software platforms
• Learn and understand service logistics to effectively recommend and price offerings
• Contribute insights on sales process optimization, reporting, and strategies
• Assist with lead generation and client relationship building

Event Execution

• Execute event setup, operation, and breakdown including smoothie stand and special equipment management
• Independently compile, pack, and transport event equipment using company vehicle
• Lead on-site coordination at travel events, train and direct contractors
• Maintain brand standards for customer interaction and booth appearance
• Prepare smoothies and provide positive engagement with customers
• Ensure clean, safe work environment
• Complete event recap reports and inventory management

Required Qualifications

• Valid driver's license and ability to operate company van
• Background in event management and/or sales experience
• Excellent customer service and communication skills
• Ability to lift up to 65 lbs and work independently with limited supervision
• Strong organizational skills and attention to detail
• Available to travel and lead multi day special events
• Comfortable initiating conversations with strangers
• Quick learner who can absorb new information efficiently
• Understanding of CRM systems and sales processes
• Food preparation experience or certification preferred

2-4 Office Days a week, typically 12-5 (flexible) with potential for hybrid remote work

Approx 0-1 Events per week. Local events vary 8-12 hour shifts and are typically day time between 6-6pm. Intermittent travel events, trips 2-4 days.