Event Coordinator

Louisville, KY, USA|Travel, Onsite

Job Overview

Employment Type

Full-time

Work Schedule

Day Shifts

Weekend Shifts

Benefits

Health Insurance

Paid Time Off

Retirement Plan

Professional Development

Employee Discounts

flexible schedule

Transportation allowance

Job Description

This job opportunity is presented by a respected corporation dedicated to delivering exceptional events and experiences. The company values meticulous planning, seamless execution, and strong collaboration among team members, clients, and vendors. It fosters a culture of professionalism and adherence to guiding principles that ensure both internal satisfaction and external success. As a well-established entity in the events industry, the organization consistently seeks to refine their event processes by incorporating the latest trends and technologies, aiming to engage audiences and stakeholders successfully. The employment is likely full-time and based in an office environment with occasional travel, providing a dynamic role focused on specialized event planning and management with a competitive salary commensurate with experience.

The role of Special Events Coordinator is a comprehensive position responsible for the full lifecycle management of special corporate events. This includes planning, organizing, and executing events from inception through to conclusion. The individual will work closely with the Events Manager, internal teams, and external vendors to coordinate all event details including amenities, accommodations, logistics, and catering. A significant part of this role involves budget monitoring and control, ensuring events execute within financial parameters while maintaining quality standards. Additionally, attention to innovative event design and production trends is integral to delivering experiences that meet or exceed expectations.

Key responsibilities revolve around collaboration and communication, ensuring that vendors and stakeholders receive timely updates on progress, challenges, and milestones. Managing vendor relationships involves sourcing and soliciting bids, performing site visits, and maintaining a comprehensive database of contacts to facilitate efficient event management. On the day of the event, this role ensures smooth setup, teardown, and troubleshooting of any arising issues. Mastery of A/V technology within conference settings is also expected to support effective event delivery.

Exceptional customer service and anticipation of client needs are fundamental, alongside a commitment to upholding company values and goals. This coordinator will also assist with stock management for event inventories and partner with café vendors for catering needs. Attendance is required onsite during regular hours, with flexibility for after-hours work when necessary to meet demands. The role demands excellent organizational and communication skills, the ability to multi-task under pressure, and a proactive attitude toward challenges.

Job Requirements

Bachelor's degree preferred
prior event planning experience preferred
ability to work independently and under strict deadlines
excellent organization skills including multitasking and meticulous attention to detail
ability to manage multiple projects simultaneously
ability to make timely and sound decisions
excellent time management and communication skills
willingness to perform work after office hours
availability for day-of logistics for on-site off-site day evening multi-day or weekend events
valid driver's license

Job Qualifications

Bachelor's degree preferred
prior event planning experience preferred
ability to work independently and under strict deadlines
excellent organization skills including multitasking and meticulous attention to detail
ability to manage multiple projects simultaneously
ability to make timely and sound decisions
excellent time management and communication skills
willingness to perform work after office hours
availability for day-of logistics for on-site off-site day evening multi-day or weekend events
valid driver's license

Job Duties

Applies KFB guiding principles in daily work and decision-making
manages special corporate events in collaboration with the Events Manager
coordinates and communicates with vendors and stakeholders throughout the event planning lifecycle providing regular feedback
partners with the KFB café vendor on catering needs for internal meetings and events
ensures catering needs for internal meetings are accurate delivered on time replenished and removed on time
stays current on event planning design and production trends
sources vendors and suppliers makes site visits and solicits bids
nurtures and builds relationships with vendors suppliers venues and other industry contacts
maintains and builds a comprehensive database of industry contacts vendors and venues
provides exceptional customer service by understanding and anticipating customer needs
demonstrates a positive and supportive attitude of company and department goals
coordinates all operations including site selection catering transportation décor entertainment invitations presentation materials equipment security etc
manages event set up tear down and follow-ups
purchases specialty items for events
serves as a subject matter expert on the KFB conference room A/V
builds and adheres to event budgets
troubleshot and handled any issues that arose on the day
collaborates with the team to maintain the stock of event related inventory
regular predictable attendance as an employee must physically be in the office
collaborates with KFB Federation on event execution as necessary
builds a network of contacts at all levels of the organization
manages relationships to promote service and support of the organization
ensures compliance with insurance legal health and safety obligations
provides clear concise information in verbal written and electronic communications
represents the company at outside business functions and attends educational seminars as needed