Event Coordinator

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.