Event Coordinator

Our hiring establishment is a well-regarded transportation and event coordination company specializing in delivering seamless, professional, and high-quality travel and event management solutions. As a full-time employer, we pride ourselves on providing outstanding customer service, ensuring that our clients experience smooth and efficient transportation arrangements for various occasions, including corporate travel, group events, meetings, and conventions. We are committed to fostering a collaborative, dynamic work environment that values dedication, efficiency, and attention to detail. We offer a competitive, experience-based hourly compensation structure, ensuring our team members are recognized and rewarded based on their expertise and contributions. Our full-time employees gain eligibility for a comprehensive benefits package encompassing paid time off accrual, health insurance options after 30 days, basic term life insurance coverage, optional dental, vision, critical illness, and accident insurance, plus enrollment opportunities in a 401(k) plan with an employer match.

The role of the Event Coordinator is central to our operational success and client satisfaction. This position involves working closely with new and existing clients to guarantee the timely and efficient planning and execution of transportation services, event logistics, and manifest management. The Event Coordinator handles daily communications through emails and phone calls, providing accurate pricing and availability, and dispatching chauffeurs to ensure punctuality and service excellence. Responsibilities encompass a wide spectrum of tasks such as locating chauffeurs or passengers, monitoring customer service quality and on-time performance, tracking flights and check-in times, managing routes, maintaining up-to-date call logs, and accurately recording reservation details.

As the primary manager of client reservations, the Event Coordinator is responsible for entering, modifying, and canceling bookings in the system per client requests, offering appropriate pricing options, and devising customized transportation plans tailored to the unique requirements of each event. This role demands excellent written and verbal communication skills to interact effectively with clients, attendees, and internal teams. The Event Coordinator ensures that all commitments are delivered within budget constraints, confirms pricing, secures pre-payments when applicable, and meets organizational expectations. The position may also involve creating and managing vendor contracts, communicating with vendors, and ensuring timely vendor payments.

Daily duties require keen organizational skills to maintain files, respond promptly to inquiries, manage group and wedding email inboxes, perform manifest management, and support the preparation and presentation of client proposals. Additional responsibilities include conducting customer follow-ups through thank-you notes and surveys, investigating and resolving service issues, and ensuring data accuracy in customer records.

Operationally, the Event Coordinator oversees transportation logistics, ensuring all activities comply with service agreements and client expectations. This includes monitoring chauffeur performance, tracking operational metrics, and managing challenges that arise during events, escalating issues when necessary. Relationship-building is crucial, as the role involves identifying opportunities for upselling and securing repeat business. The Event Coordinator may also provide on-site or remote support during events to ensure a flawless client experience.

Collaboration with internal teams is vital for smooth communication and coordination, and the role offers opportunities to contribute to marketing initiatives and process improvements. The Event Coordinator is a cornerstone of the event planning team, adapting to workload fluctuations throughout the year and working both independently and collaboratively to achieve success. Weekend availability and flexibility beyond standard business hours are essential to meet the diverse needs of our clients. This role is ideal for individuals who are detail-oriented, highly organized, customer service-driven, and eager to contribute to a thriving transportation and event management company.