Position Summary: We are seeking a highly organized and detail-oriented Event Coordinator to join our dynamic team. The ideal candidate will be responsible for coordinating all aspects of event planning and execution, ensuring that each event runs smoothly and exceeds client expectations. Additionally, the Event Coordinator will play a key role in driving event sales, generating leads, and converting prospects into clients. The Event Coordinator will work closely with clients, vendors, and internal teams to deliver high-quality events.

Key Responsibilities:

1. Event Planning and Coordination:

• Assist in the development and execution of event plans and timelines.
• Coordinate all logistical aspects of events, including venue selection, catering, transportation, and accommodations.
• Manage event setup, breakdown, and follow-up processes.
• Ensure all event details are executed according to plan and client specifications.

2. Client and Vendor Relations:

• Serve as the primary point of contact for clients throughout the planning process.
• Communicate regularly with clients to understand their needs and provide updates on event progress.
• Establish and maintain relationships with vendors, negotiating contracts and ensuring high-quality service delivery.

3. Budget and Financial Management:

• Assist in the development and management of event budgets.
• Track event expenses and ensure adherence to budgetary constraints.
• Provide regular financial reports to management and ownership teams 

4. Event Sales & Development:

• Generate leads through networking, cold calling, and attending industry events.
• Follow up on inquiries and convert prospects into clients.
• Assist in preparing and presenting sales proposals and pitches to potential clients.
• Collaborate with the sales team to develop strategies for increasing event sales.

5. Marketing and Promotion:

• Collaborate with the marketing team to develop event promotional strategies and materials.
• Utilize social media and other marketing channels to promote events and attract attendees.
• Assist in the creation of event marketing content, including invitations, programs, and signage.

6. On-site Event Management:

• Oversee on-site event operations, including setup, breakdown and coordination of event activities.
• Troubleshoot and resolve any issues that arise during events to ensure a seamless experience for attendees.
• Manage event staff providing clear instructions and support as needed.

Qualifications:

• Bachelor’s degree in Event Management, Hospitality, Marketing, or a related field.
• Minimum of [2] years of experience in event planning, coordination, or a related role.
• Proven track record in sales and business development, preferably in the events or hospitality industry.
• Excellent organizational and multitasking skills, with the ability to manage multiple events simultaneously.
• Strong communication and interpersonal skills, with the ability to build and maintain relationships with clients and vendors.
• Proficiency in event management software and Microsoft Office Suite.
• Ability to work flexible hours, including evenings and weekends, as required.
• Attention to detail and a commitment to delivering high-quality events.

Key Competencies:

• Detail-Oriented: Meticulous attention to detail in planning and executing events.
• Problem-Solving: Ability to quickly address and resolve issues that arise during events.
• Time Management: Efficiently manages time and prioritizes tasks to meet deadlines.
• Team Player: Works collaboratively with internal and external teams to ensure successful event execution.
• Sales Acumen: Strong ability to generate leads, pitch proposals, and close sales.