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Event Coordinator

4 months ago

Bothell, United States Tech Observer Full time

The Event coordinator will be responsible to organize outstanding and unforgettable events. They will be responsible for every part of event preparations, such as conference room setup and take down, event support, concierge, vendor management, catering support and evaluating success afterward.


Role and Responsibilities

• Correspond with and arrange/schedule services for internal clients.

• Coordinate meetings, events, seminars, and site visits

• Maintain event budgets

• Develop detailed event orders and provide cost estimates

• Prepare, process and reconcile billing after events.

• Liaise with vendors, exhibitors, and stakeholders during the event planning process to ensure everything is in order

• Day-to-day administration duties including, placing orders, monitoring vendors, travel planning, restaurant reservations, facilitating company attendees, monitoring registration, tracking RSVPs, answering questions and resolving issues.

• Communicate with multiple internal and external stakeholders to coordinate events

• Manage all aspects and details of events from conception to completion

• For onsite meetings and events - coordinate and execute day-of-event logistics, including set up, guest registration, troubleshooting throughout event, post-event clean up, and follow-up communications

• Manage conference/off-site meeting attendance logistics, travel planning and back-end financial reconciliation of travel expenses

• Perform setup/breakdown of furniture, equipment, food, beverages and other work as required.

• Prepare and set up light refreshments (e.g., coffee, tea, pastries, fruit and vegetable platters).

• Conduct final inspections on the day of the event to ensure everything adheres to the client’s standards.


Education and Experience

• Bachelor's degree in related area and / or equivalent experience / training.

Technical Knowledge, Work Skills & Abilities

• Demonstrated experience in event management.

• Demonstrated organizational skills to manage a large number of details within multiple events under firm schedules and deadlines.

• Demonstrated ability to plan logistical layouts and signage to inform and move people effectively.

• Ability to use computers for data management, word processing, financial analysis and basic graphic design.

• Ability to develop and maintain event budgets and to track expenses and income within complex accounting systems.

• Strong interpersonal skills to establish and maintain cooperative working relationships with a wide range of vendors, contractors, and other professional colleagues.

• Ability to train and advise others effectively on procedures and practices related to event management.

• Ability to learn and appropriately apply a wide range of policies and procedures to individual circumstances.

• Supervisory ability to train, motivate and evaluate student and volunteer staff.