Job Description

: Event Project Coordinator

Position Title:

Event Project Coordinator

Department:

Events / Project Management

Reports To:

Event Manager / Project Lead

Job Type:

Full-time (or Contract, Part-time - customize as needed)

Position Overview

The Event Project Coordinator supports the planning, organization, and execution of events from concept to completion. This role ensures all event tasks, timelines, and logistics are managed efficiently while coordinating with internal teams, clients, vendors, and stakeholders. The coordinator helps maintain project documentation, tracks progress, and ensures seamless event delivery.

Key ResponsibilitiesEvent Planning & Coordination

Assist in developing event concepts, schedules, and project timelines. Coordinate logistics including venue selection, catering, audiovisual needs, decor, transportation, and staffing. Prepare and maintain event documentation including proposals, contracts, checklists, and run-of-show schedules. Support budget tracking and help manage expenses, invoices, and vendor payments.

Project Management

Monitor project progress and ensure deadlines are met. Communicate regularly with team members and stakeholders to report status updates. Troubleshoot issues and provide quick, effective solutions during planning and onsite execution. Coordinate post-event evaluations and produce summary reports.

Vendor & Client Communication

Liaise with vendors, suppliers, and partners to secure services and negotiate contracts. Maintain positive client relationships and ensure expectations are met. Schedule and attend client meetings, taking notes and tracking action items.

On-Site Event Execution

Assist with event setup, registration, guest management, and teardown. Supervise volunteers and event staff as required. Ensure compliance with safety, legal, and organizational guidelines during events.

QualificationsEducation & Experience

Bachelor's degree in Event Management, Communications, Marketing, Hospitality, or related field (preferred). 1-3 years of experience in event planning, project coordination, or administrative support.

Skills & Competencies

Strong organizational and multitasking skills. Excellent communication and interpersonal abilities. Proficiency in project management tools (e.g., Asana, Trello, MS Project). Ability to work under pressure and adapt quickly to last-minute changes. Creative problem-solving and attention to detail. Basic budgeting and cost management skills.

Key Attributes

Team-oriented Adaptable and proactive Customer-service focused Strong time management Professional demeano
Job Types: Full-time, Contractual / Temporary, Freelance

Pay: ?30,000.00 - ?40,000.00 per month

Benefits:

Cell phone reimbursement Health insurance
Work Location: In person