Operations and Event Coordinator

2 weeks ago

Kalamazoo, United States Southwest Michigan First Full time

Southwest Michigan First is offering an exciting opportunity for an Operations & Events Coordinator. In this versatile role you will be the first point of contact for visitors and clients, providing exceptional customer service and administrative support. Your role is crucial in creating a positive first impression and ensuring an inviting atmosphere. Additionally, you'll have the opportunity to plan, coordinate, and execute a wide range of events, ensuring their successful delivery from conception to completion.


Responsibilities between the Operations and Events Coordinator tasks will often vary depending on the types of events, where we are in the events cycle and the needs of the team members. The breakdown is typically 70% events coordinating and 30% operations.


KEY RESPONSIBILITIES


Operations:


  • Serve as the primary point of contact, providing assistance to internal and external stakeholders.
  • Manage and prioritize incoming correspondence, including emails, phone calls, and mail.
  • Coordinate and facilitate smooth office operations, including managing administrative tasks, overseeing resource allocation, and maintaining a productive work environment.
  • Assisting in the coordination and tracking of projects, deadlines, and deliverables across different teams and departments.
  • Collaborate with cross-functional teams to support organizational goals and initiatives, leveraging your organizational and communication skills to drive success.
  • Handle multiple concurrent projects and timelines/deliverables in a fast-paced & high-energy environment.


Event Planning and Coordination:

  • Provide exceptional customer service and support to clients, anticipating their needs and exceeding their expectations.
  • Collaborate with clients and the Southwest Michigan First team to understand their event objectives, preferences, and budget constraints.
  • Coordinate venue selection, catering, audiovisual equipment, and other event-related services.
  • Conduct site visits and meetings with clients and vendors to discuss event details, preferences, and requirements.
  • Manage all logistical aspects, including scheduling, timelines, floor plans, and seating arrangements.
  • Oversee event setup, execution, and breakdown, ensuring everything runs smoothly and troubleshoot any issues that may arise.
  • Maintain regular communication with clients throughout the planning process, providing updates and addressing their concerns.


Qualifications:

  • Bachelor's degree in Event Management, Hospitality, Business Administration, or related field (preferred).
  • Proven experience in event planning, coordination, or operations management.
  • Detail-oriented individual with strong organizational, communication, and multitasking skills.
  • Capable of managing various aspects of event logistics and providing exceptional customer service to clients and attendees.
  • Efficient, driven and able to self-manage.
  • Strong customer service, written and verbal communication skills.
  • Proficient in MS Office Products (Excel, PowerPoint, Word)
  • Can work within a team, but not need the team to drive productivity.
  • Able to take direction and redirection in a positive manner.
  • Able to work with diverse stakeholders.
  • Ability to frequently lift up to 25 lbs. without assistance to complete tasks such as moving tables/chairs and setting up other event-related equipment.


Interested? All applications require:

  • Cover Letter
  • Resume


About Southwest Michigan First

Southwest Michigan First is an organization of privately funded economic development advisors who act as the catalyst for economic success in Southwest Michigan. Founded in 1999 on the principle that the greatest force for change is a job, the organization works across all industries throughout the seven counties making up the Southwest Michigan region.


Southwest Michigan First provides equal employment opportunities (EEO) to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, sex, national origin, age, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristics protected by federal, state or local laws. In addition to federal law requirements, Southwest Michigan First complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

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