Event & Facilities Coordinator

Event & Facilities Coordinator Skip to main content#Event & Facilities Coordinator page is loaded## Event & Facilities Coordinator Apply remote type:
Onsite locations:
2 Tower Center Blvdtime type:
Full time posted on:
Posted Todayjob requisition :
R-00744

Our 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…