Events Project Coordinator Job Description Template
Our company is looking for a Events Project Coordinator to join our team.
Responsibilities:
- Negotiate supplier contracts including venues, catering, accommodation and travel;
- Ensure adherence to group policies governance;
- Provide guidance, training, and identify development needs;
- Use internal systems (CRM) to generate and manage basic marketing campaigns;
- Collaborate with internal marketing to seek ways to promote upcoming courses;
- Manage and maintain the events calendar highlighting any event clashes or potential resourcing issues;
- Check supporting documentation & data, highlighting any risks to non-compliance or cash collection;
- Provide bespoke event support to clients and attendees;
- Lead the day-to-day management of the client project coordinator, assigning activities and seeking input from stakeholders;
- Coordinate subcontractor administration and travel;
- Help to source venues using the client event management tool, manage all contracting and rate negotiations;
- Support in the update of the Project Management Tool to reflect project timelines;
- Support with the delivery of multiple sized projects of varying complexity within client time frames and budget specified;
- Acquire an in-depth knowledge of meeting planning;
- Support the Client team in the preparation of RFP & Proposals as required.
Requirements:
- Good organisational and prioritising skills;
- Prior experience of using internal enterprise systems;
- Excellent interpersonal, administrative and organisational skills;
- Strong IT skills including Microsoft Outlook, Word, PowerPoint and Excel; Viso & Sharepoint would be advantageous;
- Have a strong background in driving and delivering business operations for multi events;
- Open to flexible working during event delivery;
- Hands on team management experience;
- Excellent interpersonal and communication skills with the ability to build relationships with suppliers and stakeholders;
- Prior events delivery and project support experience, ideally within an events planning agency;
- Proactive events, resource planning and management;
- An ability to identify problems, understand the complete impact of them and see challenges through to a conclusion.