+ Event Coordinator

Forefront is looking for an Event Coordinator who will enthusiastically undertake responsibilities surrounding research & support for event producers. An effective Event Coordinator has great aptitude in building and maintaining vendor relationships. They also possess excellent planning and coordination abilities.

The Event Coordinator performs the tasks and responsibilities assigned by an event producer. In this job, duties could include ordering catering, coordinating time details with venue for load in and load out, communicating event details with vendors to insure efficient operation, setting up an event space, supporting the registration desk, interfacing with and supporting the artist relations team, and providing any other aid the event planner and other members of the team might need.

Event Coordinator Duties and Responsibilities:

  • Support event producer in all stages of the event planning & production cycle
  • Research venues for various event types across target cities
  • Research vendors for events such as florists and decor/furniture rentals
  • Request pricing and organize quotes from various vendors
  • Set up and organize site tours
  • Facilitate credit card recon/receipts with producer and finance team
  • Help make sure the budgets are updated with proper expenses
  • Collaborate with finance team to make sure event vendor payments are meeting the deadline
  • Provide onsite support for events as needed
  • Organize, schedule and participate in appointments with vendors
  • Gain a complete understanding of the requirements for each event
  • Research vendors and present list to producer to make selections based on creativity, quality, and cost
  • Source personnel as needed across all functions of an event (registration, set up, catering, audio/visual, etc.)
  • Manage Day-to-day administration of events programs including placing orders, BEO review, monitoring vendors, travel planning, restaurant reservations, facilitating company attendees, monitoring registration, tracking RSVPs, answering questions and resolving issues

Qualifications & Skills Required:

  • Experience in event coordination or similar role
  • Experience in live events or experiential marketing a plus
  • Solid understanding of budgeting and progress reporting
  • Sense of ownership and pride in performance and the impact on company-wide success
  • Enthusiastic and passionate team player
  • Excellent written and oral communication skills
  • Keen attention to detail
  • Self starter who is proactive
  • Aptitude in fostering long-term relationships
  • Ability to travel as needed
  • Ability to lift up to 50lbs
  • Strong organizational skills
  • Outstanding knowledge of MS Office including Excel and SharePoint
  • Critical thinking and problem-solving skills
  • Time-management skills
  • Exceptional interpersonal and communication skills

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