Event Coordinator

1 week ago

Abilene, Texas, United States Milsoft Utility Solutions, Inc. Full time $60,000 - $90,000 per year

EVENT COORDINATOR

Department       : Marketing

Reports to : VP of Product and Corporate Strategy

Division : Remote

Classification     : Salary/Exempt/Full-time

JOB SUMMARY

The Event Coordinator is responsible for planning, organizing, and executing a variety of corporate events, including conferences, trade shows, meetings, trainings, and retreats. This role manages all aspects of the event lifecycle—from concept development and budgeting to on-site coordination and post-event evaluation—ensuring each event meets organizational goals, reflects the company's brand, and delivers an exceptional experience for attendees.

ESSENTIAL FUNCTIONS

  1. Collaborate with stakeholders to define event objectives, budgets, and requirements.
  2. Research, select, and negotiate contracts with venues, vendors, and suppliers.
  3. Develop event agendas, themes, marketing materials, and communication plans.
  4. Coordinate catering, audiovisual needs, travel arrangements, and accommodations.
  5. Manage attendee registration and communications.
  6. Oversee on-site event execution, including setup, vendor coordination, and problem-solving.
  7. Ensure events run smoothly, on time, and within budget.
  8. Collect attendee feedback and evaluate event success against defined metrics.
  9. Prepare post-event reports and recommend improvements for future events.
  10. Organize event data to software platforms used by Milsoft to track, report, and share cost metrics.
  11. Partner with the Marketing team to promote events through email campaigns, social media, and landing pages.
  12. Create and manage event registration pages and confirmation communications.
  13. Coordinate follow-up activities, including lead handoff to Sales and post-event surveys.
  14. Oversee set-up, registration, signage, and overall event flow.
  15. Ensure smooth execution and troubleshoot real-time issues during live events.
  16. Serve as an on-site host and representative of the brand.
  17. Maintains regular, consistent, and professional attendance, punctuality, personal appearance, and adherence to relevant health and safety procedures
  18. Upholds, safeguards, and promotes Milsoft's values and philosophy, particularly in relation to ethics, integrity, and corporate responsibility.
  19. Any other duties that may be necessary or assigned from time to time. Such duties do not typically change the level of the job.

QUALIFICATIONS

  1. Bachelor's degree in Event Management, Hospitality, Marketing, Communications, or related field (or equivalent work experience).
  2. 3+ years of professional experience planning and executing corporate events, conferences, or trade shows.
  3. Strong vendor negotiation and contract management skills.
  4. Proven ability to manage budgets and track event ROI.
  5. Excellent organizational skills with the ability to manage multiple projects simultaneously under tight deadlines.
  6. Strong written and verbal communication skills.
  7. Proficiency with event management software, registration platforms, and Microsoft Office Suite; experience with event apps a plus.
  8. Ability to work flexible hours, including evenings and weekends, as event schedules require.
  9. Willingness to travel to event locations as needed.
  10. Demonstrated problem-solving skills and ability to stay calm under pressure.

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