Position Overview:
We are looking for a dynamic and organized Event and Unit Coordinator to join our team. The Coordinator will be responsible for planning, coordinating, and executing various events and activities within our organization. This role requires excellent organizational skills, attention to detail, and the ability to multitask in a fast-paced environment.
Experience- 2-3 years
Key Responsibilities:
Event Planning and Execution:
- Plan, organize, and coordinate events such as conferences, workshops, seminars, and team-building activities.
- Liaise with vendors, suppliers, and venues to negotiate contracts, obtain quotes, and ensure all logistical arrangements are in place.
- Coordinate event logistics, including venue setup, catering, audiovisual equipment, signage, and transportation.
- Oversee onsite event operations, manage staff and volunteers, and troubleshoot any issues as they arise.
Unit Coordination:
- Serve as the primary point of contact for designated units or departments within the organization.
- Coordinate unit activities, meetings, and initiatives to ensure alignment with organizational goals and objectives.
- Facilitate communication and collaboration between units, fostering a culture of teamwork and mutual support.
- Assist unit leaders with administrative tasks, document preparation, and data management as needed.
Budget Management:
- Develop and manage event budgets, ensuring expenses are within allocated funds and cost-saving opportunities are identified.
- Track and reconcile expenses, process invoices, and maintain accurate financial records for each event.
- Provide regular budget updates to stakeholders and recommend adjustments as necessary to optimize spending.
Communication and Promotion:
- Develop marketing materials, invitations, and promotional campaigns to generate interest and attendance for events.
- Utilize various communication channels, including email, social media, and newsletters, to promote events and engage participants.
- Respond to inquiries from stakeholders, provide event details, and address concerns or special requests in a timely manner.
Evaluation and Reporting:
- Conduct post-event evaluations to assess event effectiveness, gather feedback from participants, and identify areas for improvement.
- Prepare comprehensive event reports, including attendance numbers, feedback summaries, and financial analysis.
- Use evaluation data to inform future event planning and decision-making, implementing enhancements to optimize outcomes.
Qualifications and Skills:
- Bachelor’s degree in Event Management, Hospitality, Business Administration, or a related field.
- Proven experience coordinating events and managing projects from conception to completion.
- Strong organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
- Excellent communication and interpersonal abilities, with a customer service mindset.
- Proficiency in event management software and tools (e.g., Eventbrite, Cvent, Microsoft Office Suite).
- Budgeting and financial management experience, with a keen eye for detail.
- Creative problem-solving skills and the ability to think on your feet in high-pressure situations.
- Flexibility to work evenings, weekends, and travel as required for events.
