Event Coordinator Job Description: Top Duties and Qualifications

An Event Coordinator, organises and supervises business, promotional and social events. Their duties include brainstorming with management to enhance an event&’s success, preparing budgets and working with Caterers and other vendors to deliver events that meet the audience&’s requirements.

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Event Coordinator duties and responsibilities

An Event Coordinator helps organisations enhance their brand image by supervising events to ensure that they achieve the set objectives. Their main duties and responsibilities include:

  • Working with the marketing and public relations departments to prepare budgets, setting deadlines, creating concepts and identifying the objectives of the event
  • Implementing budget, invoicing and logistics
  • Selecting and negotiating with vendors and monitoring their activities to ensure quality control
  • Managing the promotions, communications and branding aspects of the event
  • Supervising Caterers, Junior Event Coordinators and security teams
  • Resolving problems and guest inquiries before and during the event
  • Approving all activities for the event
  • Preparing reports and making a presentation to management after the event
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Event Coordinator Job Description Examples:

 

Example 1

Events Coordinator Aber Falls Whisky Distillery Zero Hours - Up to £9.50 p/h Aber Falls is committed to quality and a premium taste, and we want to be recognised and respected for the calibre of our product and what it stands for. Our team is extremely knowledgeable and passionate about whisky, and we all work with the same goal in mind – to create the best whiskies and spirits using the finest ingredients sourced from Wales. We are now looking for an Events Coordinator to join our vibrant team! *Event Coordinator Job Description * This role requires an Events Coordinator to oversee all aspects of event planning and management of the Welsh Farmers Market at Aber Falls Distillery and report to the Events & Marketing Manager. We are looking to recruit a confident individual with a passion for managing events and working with local welsh businesses. This role entails assisting the Events & Marketing Manager to build The Welsh Farmers Market at Aber Falls Distillery this summer. The Events Coordinator will attend all weekend internal Farmers markets until established and occasionally other internal and external events throughout the year at Aber, leading and managing a team of events team leaders and staff. *Event Coordinator Job Duties* * Creating event proposals for Events & Marketing Manager which fit client requirements and presenting proposals by deadline. * Manage event space, stand costs and any supplier demands that could occur at the markets. * Maintaining a working relationship with local welsh businesses when attending Aber welsh farmers market. * Planning event aspects, such as stand quantities, seating, dining (coordinating with Sous chef. * Delegating event planning tasks to the event staff members where necessary. * Demonstrating to the suppliers a strong knowledge of all venues on site including the Famers Market, Visitor Centre and Distillery. * Liaising with the Events & Marketing manager coordinating any maketing aspects including press releases, social media budgets or website updates. Also event entertainment, including music, performers, and guest speakers. * Manage all financial aspects incoming from supplier. Full SAP training will be required for processing transactions. * Issuing invoices and collecting payments in a timely manner, and creating comprehensive and readable financial reports. * Managing and overseeing events on the day of, including welcoming guests & suppliers, directing event set-up, communicating with staff, and organising vendors. * Communicating with Events & Marketing Manager to create effective advertisements for each event, and when necessary crafting marketing materials such as print and Internet advertisements for events. * Anticipating and planning for different scenarios i.e Weather * Creating sales opportunities for future events during client liaisons and during events, including possessing a strong working knowledge of the company to further these sales opportunities. * Keep an organised timeline of events a year in advance. * Assist the Events & Marketing manager with any other internal events involving the Visitor Centre, farmers markets and festivals. *Event Coordinator Skills and Qualifications* · Organisational Skills are Essential · Event Planning Experience necessary · Time-Management Skills · Sales experience · Confident Communication Skills · Attention to Detail · Team Management Skills · Strong Written and Verbal Communication · Strong Client-Facing Skills · Marketing Knowledge or Previous Experience · Vendor and Entertainment Research · Initiative, Enthusiasm and Flexibility · Weekend Work Required · Degree in Event Management or similar required · Welsh Speaking Desired To apply, please send your CV to the email address provided *Salary for this position will be funded by the Welsh Government’s Coastal Communities Fund* Job Types: Full-time, Part-time Salary: Up to £9.50 per hour Schedule: * 10 hour shift * 8 hour shift * Day shift * Monday to Friday * Weekends Work remotely: * No

Example 2

*Job Title: Events Coordinator & Administrator * *Salary: £16,000 - £18,000 Pro Rata* *Location: Birchwood, Warrington* *Role: Permanent (Part time – Monday, Tuesday & Wednesday)* *THE ROLE: * Due to our continued expansion at McCarthy Recruitment & Flexible Meetings, we are looking to recruit an Events Coordinator & Administrator to work within the Sales Support team. As an Events Coordinator & Administratoryou will reporting into the Sales Support Manager and coordinating events for Flexible meetings whilst also providing administration support to the McCarthy Recruitment Team. *KEY Repsonsbilities * · Dealing with enquiries from suppliers and customers with a high level of customer service · Support with office management tasks throughout the office including housekeeping duties · Assistance in co-ordinating company events · Expanding the Flexible Meetings brand through regular marketing and business development · Management and facilitation of Flexible Meetings through the whole customer journey · Admin support across training, HR, Suppliers and for the Recruitment Team and Directors · Organise employee of the month schemes, birthday celebrations, external suppliers and associated events *WHAT WE ARE Looking FOR: * · A background in administration and office experience within a busy and fast paced office is essential. · Previous experience in a customer service or sales environment · A flexible and adaptable attitude, able to work towards the needs of the business · Proven multi-tasking experience, and the ability to work under pressure · High standard of written English, with fast and accurate keyboard skills · Highly organised and structured in their approach to task management · Enthusiastic, trustworthy individual with a can-do attitude · You will be reliable and willing to go the extra mile · Experience of Office 365 and associated packages; comfortable with technology and systems *WHAT YOU WILL GET IN Return: * · A comprehensive training and development program · An open, honest, and customer-focused culture · The support of an already successful team · The benefits of working with a profitable, expanding company that’s really going places · Fantastic incentives and a great working environment including a bi-annual team build *WHO ARE WE: * McCarthy Recruitment have been named as the 1st Best place to work in the UK (Small Category) three years on the run and 2nd Best place to work in Europe (Under 50s Category) by Great Place to Work® as well as being accredited with Investors in People Gold. *OUR Culture: * We will provide you with an outstanding team environment, a business that stands by its values and a remarkable culture. For all the consultancies that claim to be different, McCarthy truly is. Our team achieve amazing results, working with several of the biggest retailers on the High Street today and have a lot of fun whilst doing it! *KEY Specialisms: * Hospitality *| *HR *|* Environmental & Waste *|* Head Office *|* Retail *|* Manufacturing *|* New Stores Executive Search *|* Warehousing *|* Distribution *|* Leisure & Hospitality *|* Part-time hours: 24 per week Job Types: Part-time, Permanent Salary: per year Benefits: * Casual dress * Company events * Flexible schedule * On-site parking Schedule: * 8 hour shift Work remotely: * No

Example 3

*Job Title*: Wedding and Events Co-ordinator *Reports To: * Events and Sales Manager *Department*: Wedding and Events This is a very enjoyable and varied role coordinating wedding, parties, conferences and Christmas and will also include some reception duties if required. *Role: * This challenging and exciting role will see the events coordinator help develop our successful wedding and corporate business at SimpsInns, turning initial enquiries into confirmed bookings. In particular generate new business, manage existing business, manage events scheduling, support event planning and coordinate the communication of information to all operations teams across the hotel and customers. *Main Duties Accountable for: * The events coordinator will help drive business through increased sales to ensure that revenue relating to departments and other areas of the hotel are maximised at every opportunity. To respond to all sales leads and clients to secure profitable business for the Company and Hotel To communicate effectively with all Hotel Depts. to ensure the smooth running and success of all function, including production of detailed function sheets and menus To liase and support organisers on site as necessary to ensure a successful event To meet and greet organisers on arrival To maximise revenue and profitability by careful diary management and upselling To undertake any reasonable request made by management All management and staff of the company are required to make themselves available for training and communication meetings for which advance notice will normally be given. To have excellent knowledge of all Hotel facilities, tariffs and rates in order for them to be sold to their best advantage. First point of contact for clients over phone, email and walk in venue visits. Ensuring all potential sales leads are followed up and that all clients and potential clients receive efficient service at all times. Ensuring that all information given out to our clients is accurate and relevant promote the Gailes Hotel as a backdrop for wedding and corporate events. Conduct informative effective show rounds with potential customers showcasing the facilities of the hotel and building rapport. Generate necessary support documents for all events and meetings, administrative tasks including diary management, following up enquiries, dealing with contracts and event details schedules in addition to processing payments and charges. Ensuring full and accurate records for each event are kept in line with company procedure. Prepare invoices and estimates for clients Liaise with all departments and event organisers to make sure that functions run smoothly. Reservations team regarding confirmation and rooming lists for groups. Food and beverage teams where necessary to ensure smooth operation of events. To develop a good knowledge of the local area, local business and regular clientele to enhance services provided to guests. To handle effectively guests comments whether positive or negative and report to the relevant manager. To be fully conversant with the events department computer system and have an understanding of all hotel computer systems as appropriate to the position *Skills and Aptitudes* The successful candidate will have a passion for the industry Experience of a computerised events management booking system would be an advantage but not necessary as full training will be given. Strong It skills with a thorough knowledge of MS office packages. Must be friendly, approachable and communicate confidently with a wide range of people both on the telephone and in person. Strong organisational skills, practical with a can do attitude and the ability to turn your hand to a variety of duties. The ability to work independently to short deadlines, to prioritise and remain calm under pressure. Must be practical and have excellent organisational skills Part-time hours: 16-48 per week Job Types: Full-time, Part-time, Permanent Salary: £8.91-£9.50 per hour Benefits: * Discounted or free food * On-site parking Schedule: * Monday to Friday * Weekends Experience: * events management: 1 year (required)

What does an Event Manager do?

Companies use Event Coordinator to organise and oversee their events so that the outcome will have the desired impact on their target audience. Event Coordinators plan budgets, manage logistics and security, set deadlines for teams and co-ordinate post-event operations. They meet with other departments to determine the details and goals of events. Event Coordinators ensure that vendors deliver on time, and the event venue is ready. Typical work weeks for Event Coordinators averages about 38 hours. They often have to work away from home and in the outdoors during evenings, weekends and on bank holidays. 

Event Coordinator skills and qualifications

A successful Event Coordinator candidate will have various prerequisite skills and qualifications, these include: 

  • In-depth understanding of event management procedures 
  • Excellent organisational and coordination skills
  • Outstanding communication and negotiation skills
  • Proficiency in digital event promotion tools such as social media channels
  • Customer service skills
  • Understanding of key performance indicators in events management 
  • Proficiency in project management tools
  • Excellent multitasking and task prioritisation skills 

Event Coordinator experience requirements 

In-depth knowledge of public relations, hospitality management, project management and product development is essential for Event Coordinators. Previous experience with local rules and regulations guiding social and corporate events, human resources management and vendor management are also desirable for Event Coordinators. Some employers require Event Coordinators to have worked with large corporate accounts and have experience in planning virtual and live events at local and international levels. There may also be specific experience requirements based on the company or industry. Most Event Coordinator candidates need a minimum of two years of industry experience.

Event Coordinator education and training requirements

Event Coordinators typically require a foundation degree, higher national diploma or degree in events management, communications, marketing or advertising. Some employers consider candidates with a Level 2 Certificate in Event Planning or a Level 3 Certificate in the Principles of Event Management. Employers also recruit Event Coordinators through an Events Assistant advanced apprenticeship. Some companies select Event Coordinators from the marketing or public relations department. Employers may also consider people with experience in marketing, hospitality or public relations for an Event Manager role even if they don&’t have educational qualifications.

Event Manager salary expectations

According to Indeed Salaries, the average salary for Event Coordinator candidates in the UK is £30,054 per year. The actual pay may depend on the employer, industry, location, job duties and responsibilities, experience and skills.

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Event Coordinator job description FAQs

What qualities make a good Event Coordinator?

Excellent interpersonal skills and the ability to adapt quickly to changing situations are important attributes of successful Event Coordinators. Top Event Coordinators are passionate about helping their company achieve its objectives. They are creative and can leverage innovation to deliver events that meet the expectations of the audience. Good Event Coordinators are energetic and inspire others to achieve goals. They also have a keen eye for details which helps them to deliver on key performance indicators.

How can you make your Event Coordinator job description stand out?

To create an Event Coordinator job description that will stand out, describe your organisation&’s work, its vision and what your company&’s events seek to achieve. You can also talk about your audience, their preferred means of engagement and how the Event Coordinator can help improve your brand image through effective promotions and events. Mention whether your events are hosted virtually, or live and the specific skills candidates must have, such as web analytics or vendor selection experience. Try to include the Event Coordinator&’s work schedule, the tools and teams. You can also state any attractive employment benefits your organisation offers.

Who does an Event Coordinator report to?

An Event Coordinator can report to a Product Manager, Marketing Manager, Corporate Affairs Manager or the Head of the Public Relations department.

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