Event Coordinator

Job Description

Job Overview:
The Event Coordinator is responsible for planning, organizing, and overseeing event-housing operations from inception to execution including, but not limited to, pre-planning, vendor coordination, on-site set up, guest check-ins, load-out, logistics for deliveries and pick-ups, reservations, and incidental tracking. This role requires coordinating logistics, managing vendor relationships, and ensuring events meet client expectations while running smoothly. The ideal candidate is detail-oriented, highly organized, and skilled at multitasking in fast-paced environments.

Key Responsibilities:

Event Planning & Coordination:

• Collaborate with clients to understand their vision, goals, and needs for each event.
• Develop detailed event plans, timelines, site maps, parking layouts, and checklists to ensure seamless execution.
• Coordinate event logistics including driver schedules, rv partners and staff requirements

Vendor & Budget Management:

• Source, negotiate, and manage relationships with rv partners, including schedule changes and local services (i.e. power source, water hook-ups, pump-outs, and housekeeping).
• Develop and oversee event budgets, ensuring cost-effective solutions while maintaining quality.
• Track budgets, POs, and reconciliations; propose cost-savings without sacrificing guest experience.

Client Communication & Satisfaction:

• Act as the primary point of contact for event producers, corporate clients, and internal stakeholders.
• Keep clients informed on event progress, updates, and any necessary adjustments.
• Ensure all client expectations and requirements are met from planning to post-event follow-up.
• Standardize check-in/out workflows, unit walk-throughs, and issue resolution; capture guest feedback and NPS.

On-Site Operations:

• Supervise event setup, execution, and breakdown to ensure everything runs according to plan.
• Lead setup, QA, and turnover of RV units (power/water verification, keys/lockboxes, staging).
• Troubleshoot and resolve any last-minute issues to maintain a seamless experience.
• Triage incidents (e.g., awning damage, lost keys, tape on walls) with photo documentation and forms.
• Oversee teams (drivers, cleaners, techs, runners); track tasks and SLAs in real time.

Staff Supervision & Team Coordination:

• Manage event staff, volunteers, and vendors to ensure tasks are completed efficiently.
• Provide leadership and direction to ensure smooth event execution.
• Brief crews daily; assign routes; verify photo logs at pickup/drop-off; close the loop on maintenance tickets.
• Train seasonal staff and vendors on SOPs, safety, and guest-service standards.

Post-Event Evaluation:

• Conduct post-event debriefs with clients to assess success and gather feedback for improvement.
• Compile reports detailing event outcomes, attendee feedback, financial performance, and improvement notes for next year’s event.

Skills and Qualifications:

• Strong organizational and multitasking abilities.
• Excellent communication skills, both written and verbal.
• Quick problem-solving skills and ability to adapt in high-pressure situations.
• Proficiency in event planning software (e.g., Google Suite, Zoho, or similar).
• Knowledge of current event trends, themes, and creative ideas.
• Experience managing budgets and negotiating with vendors.
• Keen attention to detail and ability to execute events flawlessly.
• Ability to manage multiple projects simultaneously.

Experience:

• Required: Previous experience in event coordination, event planning, or hospitality.
• Preferred: Experience managing corporate, social, or large-scale events.
• Preferred: Familiarity with event marketing and promotional activities.

Work Environment:

• Office-based with required travel to on-site events for coordination and management.
• Flexible hours, including evenings and weekends, based on event schedules.