Functional Events Coordinator

JOB SUMMARY

The functional Events Coordinator is responsible for organizing and overseeing all logistical aspects of an event to ensure its successful execution. This role involves acting as the primary point of contact between clients, vendors, and venue staff, ensuring all event elements align with the client's vision and objectives. The coordinator manages everything from overseeing the event set up, client liaison, vendor coordination, on-site execution and post-event follow-up.

This role requires active communication focusing on event details and logistics to create a seamless experience from start to finish.

• Act as the primary point of contact with clients throughout the entire event process.
• Build and maintain strong client relationships by providing personalized attention, listening to their needs, and offering expert advice to help them achieve their event vision.
• Regularly check in with clients to update them on progress, address concerns, and ensure their expectations are met.
• Work closely with clients to navigate event timelines, agendas, and themes. Develop detailed schedules and logistical plans for each event, ensuring all aspects are planned in alignment with the client’s needs.
• Oversee vendor communications, ensuring they meet deadlines and fulfill their roles during the event.
• Supervise the setup, execution, and breakdown of the event. Ensure everything is in place and that the event flows according to schedule. Troubleshoot and resolve any issues that arise during the event, ensuring client satisfaction and a smooth experience for all attendees.
• Manage special requests and accommodation are handled. Act as the point of contact for guests, ensuring that their needs are addressed promptly and professionally.
• After the event, gather feedback from the client and guests to assess the event’s success and identify areas for improvement. Ensure all post-event duties such as cleanup and equipment return are completed.

• Bachelor's Degree (Preferred):
  In fields like Hospitality Management, Event Management, Public Relations, Marketing, or Business Administration OR an associate degree or specialized certifications (e.g., Certified Meeting Professional (CMP) or Certified Special Events Professional (CSEP)) can also be sufficient.
• High School Diploma or equivalent required.
• At least 1 year experience in event management preferred.
• Possess and maintain a clear criminal and driving record.
• Must be capable of obtaining and maintaining certification in CPR, First Aide, and perform if necessary.

• Knowledge of regulations related to public events, such as health and safety codes, permits, insurance, and crowd control.
• Basic knowledge of event promotion techniques, social media marketing, and creating engaging events.
• Ability to juggle multiple tasks and deadlines, often simultaneously, while maintaining attention to detail.
• Ensuring that every detail, from decorations to schedules, is accounted for and executed correctly.
• Ability to quickly adjust to changes in plans, whether it's a last‑minute client request or an unforeseen issue that arises during the event often under pressure.
• Ability to maintain composure and work effectively, especially when handling multiple aspects of a large‑scale event.
• Ability to manage and lead a team effectively, ensuring all roles and responsibilities are clear and that tasks are completed efficiently.
• Understanding of the event planning process, from conceptualization to execution, including the management of logistics, timelines, and resources.

• At least 21 years of age.
• Current driver’s license issued by state of residence.
• Satisfactory Motor Vehicle Report.

• Ability to stand, walk, and move for extended periods of time.
• Ability to lift, carry, and move items up to 25 pounds, such as game equipment, supplies, and materials.
• Must be able to bend, stoop, kneel, and crouch to perform tasks like setting up equipment or cleaning.
• Ability to work in varying weather conditions, including heat, cold, and rain.
• Good manual dexterity and…