What Does An Event Coordinator Do?

WHAT DOES AN EVENT COORDINATOR DO?

Updated: Jun 13, 2025 - The Event Coordinator manages team operations, including staffing decisions, scheduling coverage, and ensuring compliance with employment regulations. This role involves reviewing employee performance, overseeing equipment and supply needs, and using customer feedback to enhance service quality. The coordinator also supports employee engagement through regular meetings, performance evaluations, and training initiatives.

A Review of Professional Skills and Functions for Event Coordinator

1. Event Coordinator Duties

Operations Management: Coordinate the full end-to-end responsibility of these operations, from strategic planning and budget management, sales, booking coordination, partner liaison, content support and promotions, to experience delivery and reporting.
Customer Experience: Ensure the effective output of services and exceptional customer experience while meeting and exceeding targets.
Sales Support: Provide high-quality sales and service functions to visitors including venue bookings, within the provisions of the client's policies and procedures to promote and enhance the visitors' experience and the organisation's reputation for excellence.
Webinar Scheduling: Schedule webinar sessions in the webinar delivery software.
Calendar Management: Manage a virtual event calendar that includes coordinating event times, scheduling and communicating with the virtual event host, guest, and support staff.
Session Facilitation: Facilitate live virtual sessions every week.
Event Evaluation: Measure the effectiveness of events using quantitative and anecdotal data.
Cross-Department Communication: Communicate effectively with other departments, in and outside of Books, for virtual event scheduling and improvements.

2. Event Coordinator Details

Test Coordination: Lead and support Ground and Flight Tests as an Event Coordinator.
Event Planning: Coordinate test event requirements and support test planning by securing test assets and resources necessary to execute a ground test per approved test architecture.
Configuration Management: Coordinate test environment configuration and ensure shared resources are protected during test execution.
Decision Analysis: Analyze and provide decision recommendations for maintenance and work requests during event infrastructure freezes.
Architecture Support: Assist with developing DoD Architecture Framework (DoDAF) drawings supporting all Ground and Flight Test Architectures.
Risk Administration: Support management and administration of the risk program for the System Test and Resource Sustainment (STaRS) organization through the entire risk life-cycle.
EVM Coordination: Coordinate with STaRS schedule and cost personnel to document risks in Earned Value Management (EVM).
Meeting Preparation: Prepare and review material and administer calendar risk meetings with the STaRS organizational management as well as Task Order risk review meetings.
Documentation Management: Manage the maintenance and distribution of related risk documentation.
Risk Facilitation: Facilitate the risk management process for ground and flight tests and all other areas of interest.

3. Event Coordinator Responsibilities

Event Management: Oversee the full life cycle of events from inception, client communication and scheduling to implementation for experiences ranging from small meetings to international events.
Calendar Coordination: Manage an events program and conference calendar for as many as 20 events per month.
Marketing Design: Design and create engaging digital marketing materials for events.
Social Promotion: Work with the social media team to create dynamic posts to attract participants for events.
Event Evaluation: Lead the evaluation and feedback process post-event and create a plan to implement changes and improvements.
Client Reporting: Develop post-event presentations for the client, highlighting the audience and key takeaways from events.
Outreach Planning: Create client-specific target lists for event outreach.
Outreach Coordination: Work with the Non-Deal Roadshow team to coordinate targeted outreach for events.
RSVP Management: Maintain and provide updates on RSVP’s for both virtual and in-person events.
Webinar Support: Provide technical support during live webinars to panelists and attendees.
Agenda Creation: Create custom event agendas specific to each client.
Speaker Scheduling: Work directly with Key Opinion Leaders (KOLs) to schedule meetings and refine key messaging.
Onsite Support: Provide on-site support at events with event set up and registration.
Vendor Communication: Communicate with event vendors in preparation and during events.
Client Communication: Communicate proactively, accurately and often both with external clients and internal staff.
Customer Service: Maintain the highest level of customer satisfaction.
Client Relations: Proactively develop and manage client relationships.
Team Contribution: Actively contribute to an environment of teamwork, co-operation, performance excellence and personal success.
Budget Management: Ensure that operational expenditure for the site/s is managed within agreed budgets and identify efficiencies.

4. Event Coordinator Job Summary

Virtual Execution: Assist in the execution of virtual events with daily interaction throughout the planning and live day
Client Relations: Building effective relationships with both clients and vendors
Asset Tracking: Responsible for tracking creative assets, making sure they reflect client standards and meet production deadlines
Deadline Management: Responsible for tracking deadlines as well as reconciliation of purchases
Event Reporting: Compile post-buy statistics detailing event performance
Status Reporting: Prepare status reports and briefings for management
Issue Resolution: Address customer issues and make recommendations for solutions
Event Advisory: Provide recommendations on events for client consideration

5. Event Coordinator Accountabilities

Event Execution: Design, plan, and execute events for all Findora affiliates, employees, and community members
Vendor Management: Establish relationships with key vendors and sites for future events
Budget Planning: Work closely with the COO to establish event budgets
Event Coordination: Coordinate the nuts and bolts of all events from registration to parking and catering
International Travel: Travel internationally to spearhead events in other countries and markets
Event Oversight: Coordinate and oversee internal and external events, including processing event inquiries, event planning, setup, resource/vendor management and event communications
Schedule Coordination: Interface with various program area leads to scheduling CIS attendance at domestic and global events
Material Inventory: Work closely with internal and external resources to develop and maintain an inventory of required materials

6. Event Coordinator Functions

Status Updates: Attend regularly occurring status phone calls for conference planning and event support
Spreadsheet Management: Maintain the company's portions of the event spreadsheet for visibility across team members
Material Logistics: Organize the ordering and shipping of materials at event sites
Timeline Management: Proactively manage timelines for sponsorship at conferences, including advertising material print deadlines, organization of symposia logistics, coordination of event attendees, and shipping of booth materials
Feedback Collection: Regularly collect feedback from attendees following event attendance as a debrief
Call Scheduling: Schedule calls with attendees from the field
Project Meetings: Attend weekly Work-In-Progress calls (WIP CAP) for active projects in the approval process
Project Tracking: Maintain a project spreadsheet with the status of materials for visibility across team members
Deadline Monitoring: Be on alert for rush projects tied to event timelines as well as upcoming expiring / revised items

7. Event Coordinator Job Description

Activity Planning: Create and coordinate all resort activities and booking of entertainment, live music, vendors, etc.
Guest Support: Responsible for assisting with reservations, phone calls, questions and check-ins for guests.
Calendar Coordination: Implement daily activities and coordinate the printed and online calendar with Marketing.
Event Execution: Planning and executing on-site events.
F&B Collaboration: Work closely with Food and Beverage staff to best work with the needs of the group host(s) while in the Rally Center.
Customer Communication: Coordinates all customer correspondence regarding all rally activities and planning
Follow-up Management: Make follow-up calls to confirm Rally arrangements.
Rally Assistance: Assist Rally Hosts with all functions in their rallies.
Space Coordination: Coordinate tables, meeting and meal space requirements for the Rally Center.
Staff Scheduling: Works with Food and Beverage management, catering chef and others to schedule and coordinate personnel requirements for private functions.
Setup Oversight: Ensures that all banquets and catering events are set up and broken down according to operational standards.
Event Planning: Develops detailed plans for each catered event in conjunction with operational standards and food and beverage management requirements.
Room Setup: Creates room diagrams for event and function setup including cleaning function spaces, setting up buffet tables, chairs and overall room setup needs.
Staff Briefing: Holds pre-function meetings with service staff to ensure smooth, efficient service
Station Assignment: Assigns service stations and coordinates the overall event.
Invoice Processing: Processes event invoices from vendors.
Marketing Strategy: Devise and execute creative marketing and communication strategies to assist with recreation and events.

8. Event Coordinator Overview

Event Logistics: Assist with concept, design, planning, logistics and execution of onsite events.
AV Coordination: Coordinates multimedia and audiovisual equipment for recreation and onsite events.
Social Marketing: Accountable for creating daily/weekly/monthly social media marketing and promotional opportunities to increase activity and revenue.
Tour Guiding: Provide Resort and amenity tours for customers and rally site visits.
Security Check: Check AM guard report.
Reservation Handling: Take phone calls for reservations and walk-ins, phone-ins, and e-mail (fill out the reservation screen in full), check emails and voicemails.
Financial Reporting: Complete daily vouchers and balance sheet.
Campground Support: Assist with all Campground functions.
Customer Service: Greet customers, complete necessary rental or parking information, disclose rates, terms and conditions of rental and obtain customer signatures.
Occupancy Tracking: Reporting occupancy and revenue for Tampa.
System Training: Assistant Trainer for resort reservations and catering software system.
Transaction Management: Managing P Card transactions and invoices for the Manager.
Financial Analysis: Campground Occupancy and Catering reporting and monthly financials.
Account Reporting: Pulling Account balance reports for the Resort.

9. Event Coordinator Details and Accountabilities

Vendor Relations: Maintaining a working relationship with vendors and venues
Event Planning: Planning event aspects, such as venue, seating, dining, and guest list
Task Delegation: Delegating event planning tasks to other staff members
Event Management: Managing and overseeing events on the day of, including problem-solving, welcoming guests, directing event set-up, communicating with staff, and organizing vendors
Marketing Communication: Communicating with the marketing team to create effective advertisements for each event, and crafting marketing materials such as print and Internet advertisements
Scenario Planning: Anticipating and planning for different scenarios
Sales Promotion: Creating sales opportunities for future events during media liaisons during events, including possessing a strong working knowledge of the company, to further these opportunities
Exhibition Scheduling: Plans, coordinates and tracks critical paths for exhibition and maintains the master exhibition schedule
Artwork Logistics: Arranges shipment of all incoming and outgoing exhibitions and artworks
Meeting Participation: Participates in weekly staff round-up meetings, monthly programming meetings and leads seasonal exhibition production meetings
Record Maintenance: Maintains exhibition records and sends closing correspondence, final reports and statistical information to exhibition stakeholders/finance team

10. Event Coordinator Tasks

Event Planning: Plan and execute numerous activations to include communications, pre-event planning, on-site execution, and post-event reporting
Vendor Liaison: Contact and liaise with local, regional and national vendors engaged by the Company to ensure all products and services are executed in a timely and cost-effective fashion
Timeline Management: Assist with the creation, execution, and implementation of detailed operations timelines, checklists, etc.
Task Execution: Carry out assigned tasks with limited supervision, including the management and implementation of event operational and/or hospitality tasks and projects
Staff Supervision: Supervise and manage limited-term operations staff as well as on-site support staff
Event Setup: Assist with the set-up and execution of events
Office Administration: Assist with office administration post-event including financial reconciliation, communications, etc.
Guest Services: Implement best practices and standards in guest services at all events

11. Event Coordinator Roles

Client Research: Come up with ideas to propose to the client by doing research online
Supplier Coordination: Search for new suppliers or deal with existing suppliers, get pricing and liaise with them during the event
Team Monitoring: Liaise with part-timers on the client's request, monitor them and make sure the entire event went well
Administrative Support: Assist in other administrative work required by the supervisor
Gift Sourcing: Search for a premium gift online, locally or overseas
Product Coordination: Coordination on product purchases
Intern Guidance: Guide interns and work together with them
Event Execution: Running the event on event day
Lead Conversion: Managing multiple event enquiries, preparing quotes and following up leads with a high conversion rate
Client Service: Client liaison, site inspections and meetings, providing exceptional customer service throughout the event delivery process
Event Delivery: End-to-end delivery of events, managing the onsite team including kitchen operations and front of house
CRM Management: Manage all enquiries and events through cloud-based Event and CRM portal (TripleSeat) including quotes, run sheets and invoicing
Venue Presentation: Ensure the hospitality areas (inside and outside) and event spaces are kept in showcase condition, so that they are ready for all client venue inspections and events
Staff Training: Supervise and train F&B staff to deliver service excellence
Design Creation: Use software such as Canva to create unique event signage and function packs

12. Event Coordinator Additional Details

Positive Attitude: Showing up to work daily with a positive outlook and an exceptional work ethic
Multitasking Ability: Thrive in a fast-paced environment and juggle multiple assignments and changing priorities
Schedule Coordination: Maintain appointment schedules by planning and scheduling meetings, conferences, teleconferences, events, and other appointments
Project Assistance: Work directly with the Special Projects team to assist with all special project needs including but not limited to Creative Mailers, Events, and BRANDEdit
Idea Contribution: Contribute to special project brainstorms and planning with creative, innovative and on-trend ideas
Vendor Research: Research and vet vendors for Special Projects, and proactively maintain vendor resource list
Agenda Preparation: Support in creating agendas for client status calls and planning meetings
Budget Tracking: Track special project budgets, assist in managing all expenses, invoices and receipts
Independent Work: Work independently, meeting goals and deadlines with moderate supervision
Deck Creation: Create sales decks for BRANDEdit and update case studies to include after each BRANDEdit
Pitch Development: Create pitch lists for BRANDEdit with brands
Report Generation: Create BRANDEdit client report decks
Errand Execution: Tackle tasks and errands for Special Projects as they come up, such as sourcing decor for events, picking up items from vendors, product drop off at photographers, etc.

13. Event Coordinator Essential Functions

Project Delivery: Assist the Manager to deliver projects/events from A to Z (design, plan, organise, deliver online or offline, measure results and impact)
Timeline Management: Effectively creating and executing against strict project timelines based on priorities, resource availability, and other project requirements (i.e., budget, event management tools, etc.)
Event Coordination: Support the on-time delivery of online (virtual) and offline (face-to-face) and hybrid (combination of virtual and face-to-face) events
Platform Setup: Set up and coordinate virtual event platforms, web conferences and live streams
Lifecycle Execution: Coordinate fully/partially the event life cycle from brief taking to reconciliation (i.e., utilising the various virtual platforms, script development, event logistics coordination, etc.), or an entire project (i.e., low complexity)
Vendor Management: Assist with all source project-related third-party suppliers appropriately and effectively, in line with MCI’s procurement guidelines
Professionalism Advocacy: Advocate a high level of service attitude and professionalism, which includes industry knowledge and understanding
Deadline Adherence: Respect strict timelines and critical dates and related action items
Task Prioritization: Prioritise daily tasks and project assignments
Stakeholder Reporting: Provide reporting to multiple stakeholders
Autonomous Execution: Self-management without constant intervention from a Manager
Quality Control: Ensure operational excellence and be 'Quality Obsessive'
Financial Support: Support to the Manager on all financial processes related to the project/event budget(s)
Budget Management: Capability to build and manage low-complexity event budgets and financial reconciliations
Guideline Compliance: Adherence to existing SoPs and financial guidelines
Communication Drafting: Co-articulate and revise all communication linked to the event with the client (i.e., speaker briefing, script development, eblasts, website content, etc.)
Website Creation: Co-creation of event websites according to the given instructions (i.e., content, speaker, registration)
GDPR Compliance: Respect for the GDPR related to events and all connected activities

14. Event Coordinator Role Purpose

Registration Management: Efficiently manage the registration process and bookings for events using in-house systems (CRM /company website)
Marketing Design: Design and create event marketing communications including save the dates, invitations, confirmations and post-event emails
Material Preparation: Prepare, design and continuously improve event materials (handouts, badges, branding)
Onsite Representation: Attend and take responsibility for events on site whilst representing the company both locally and internationally
Attendance Tracking: Maintain statistics on event attendance and feedback
Documentation Maintenance: Maintain and update documentation and materials including the events calendar, events workflow and global events master lists
Agreement Oversight: Take responsibility for 3rd party supporting agreements and manage/schedule the associated deliverables
Event Promotion: Assist in implementing the promotion of events through the website and other marketing channels
Website Updates: Maintain and update the events web pages, including any associated sites
Venue Research: Build a knowledge of venues and resources by attending industry events and site visits
Stakeholder Liaison: Liaise with speakers and sponsors in advance of events
Internal Implementation: Implement and manage internal events
Survey Collection: Create and collect survey responses for events
Event Support: Responsible for assisting with the implementation of over 100 events a year from start to finish under the guidance of the Head of Events and Senior Event Coordinator
Administrative Assistance: Assist with other ad-hoc duties as required by the business

15. Event Coordinator General Responsibilities

Reservation Handling: Take reservations/cancellations
Guest Management: Maintain an organized guest list
Card Printing: Print menu cards, table cards and place cards
Meal Coordination: Coordinate special meal requests
Event Assistance: Assist with events on day of
Event Marketing: Market for upcoming events
Meeting Coordination: Send meeting notices, coordinate reservations and attendance lists
Meeting Preparation: Prepare for meetings (coordinate Zoom meetings taking place in-house)
Supply Management: Maintain club office supplies, coordinate supply orders monthly for the building
Equipment Maintenance: Maintain office equipment and stationery supplies
Phone Coordination: Promptly answer the telephone and be able to coordinate all incoming questions/requests
Secretarial Support: Handle all secretarial duties for the General Manager and Office Manager
Client Meetings: Meet clients to discuss and understand their requirements
Client Assessment: Carry out client profiling assessment and make necessary recommendations
Vision Execution: Follow the client’s vision and details for the event
Departmental Support: Provide administrative support for the department
Client Communication: Converse with them via phone for handling queries and requests
Project Management: Handle a few projects at the same time

16. Event Coordinator Key Accountabilities

Event Planning: Collaborates on the planning, organization, and execution of external customer recognition events, including customer engagement activities, seminars, and incentive trips
Material Preparation: Prepares nametags, materials, gifts, registration lists, seating charts, etc.
Resource Research: Conducts research and locates other necessary resources based on event requirements
Progress Reporting: Provides periodic progress reports to appropriate departmental contacts while keeping Corporate Events Manager in the loop
Idea Proposal: Proposes new ideas and creative solutions to improve the quality of company events and the efficiency of the overall event planning and implementation process
Budget Management: Operates within proper budgetary guidelines and tracks finances accordingly
Promotional Design: Designs and distributes promotional materials for events
Event Facilitation: Attends events to facilitate their successful execution
Vendor Coordination: Assists with event-related vendor coordination
Travel Coordination: Coordinates travel function, to include facilitating employee travel requests and confirming booking information
Ticket Allocation: Coordinates the allocation and distribution of tickets held within sporting event suites

17. Event Coordinator Roles and Details

Event Support: Support the Account Management team on both in-person and virtual events
Client Liaison: Act as the main point of contact for day-to-day on-site events
User Engagement: Oversee and participate in events to help grow the user base with existing customers
Administrative Assistance: Assist the Account Management team with administrative tasks
Project Management: Managing and tracking multiple project deliverables and timelines
Registration Management: Creating registration forms and tracking event attendance
Data Entry: Data and analytics entries
Presentation Design: Creating decks in Google Slides and PowerPoint
ROI Analysis: Post-event tracking and ROI analysis

18. Event Coordinator Responsibilities and Key Tasks

Event Strategy: Gathers objectives, determines priorities and advises on best practices for successful implementation
Event Leadership: Takes a lead role on Seneca-wide events such as convocation and open house, as well as planning and execution of all external events
Stakeholder Coordination: Brings stakeholders together and leads discussions for cross-departmental Seneca events
Logistics Management: Works closely with service providers and suppliers to ensure logistical components are executed accurately
Student Engagement: Ensures a student component to all internal events (ie, soliciting student-hired help and/or volunteers through academic and service areas)
Feasibility Analysis: Determines the feasibility of hosting events on Seneca property and the return on investment (ROI) of engaging clients, and develops agreements with external clients to ensure Seneca’s policies and procedures are followed
Proposal Evaluation: Evaluates event proposals to determine associated costs, outcomes and ROI
Budget Management: Prepares budgetary recommendations, monitors, and reconciles expenditure of budgeted funds
Event Planning: Creates strategies, critical paths and task lists to ensure high-quality events
Volunteer Management: Recruits students and volunteers to assist with events, provides training, guidance and feedback
Program Advising: Advises clients on effective programming (ie. event agendas, order of proceedings), recommends and secures speakers, and prepares information briefs and speaking notes for the President and Senior Executive
Vendor Management: Manages suppliers and service providers to ensure proper implementation of event logistics including facilities, and assesses and secures appropriate creative talent
Performance Evaluation: Evaluates, analyzes, reports and tracks event outcomes and effectiveness
Media Coordination: Works closely with Marketing and Communications to secure media coverage and to produce communication pieces required by clients
Protocol Management: Works with Government Relations on protocol for events, involving government representatives
Briefing Preparation: Develops event briefs for the direct supervisor and the President, Senior Executive, Board of Governors and others who are part of event proceedings
Calendar Oversight: Oversees the Seneca-wide events calendar management system to communicate upcoming activities to the Seneca community and ensure participation at events
Information Management: Determines what event information is posted in Seneca’s Events calendar, and ensures proper event registration systems are developed

19. Event Coordinator Duties and Roles

Event Coordination: Overseeing end-to-end event coordination
Venue Sourcing: Sourcing venues/hotels and talent
Logistics Planning: Arranging meeting space, lodging, F&B, AV, transportation, and any other needs, all while being organized, detailed, and creative
Vendor Research: Research vendors (catering, decorators, musicians, etc.) and choose the best combination of quality and cost
Operations Management: Manage all event operations (preparing venue, invitations etc.)
Event Documentation: Developing and maintaining a planning document for each event – event specs, project timeline, production schedules, meeting agendas and notes, attendees, budget tracking, and more
Issue Resolution: Oversee event happenings and act quickly to resolve problems
Performance Evaluation: Evaluate the event's success and submit reports
Process Administration: Administrate and maintain an efficient and compliant event process end-to-end
Compliance Management: Healthcare Compliance (HCC) processes and transparency, including system approvals, create and archive contracts, invitation letters and other documentation
Stakeholder Coordination: Coordinate all involved internal stakeholders, as well as contacts to Health Care Professionals (HCPs) and meeting organizers
Registration Handling: Register participants for courses
Purchase Orders: Create Purchase Order (PO) requests for all event-related costs
Material Preparation: Prepare material for the events, i.e. order material and coordinate deliveries, print agendas, diplomas, name badges, and evaluation forms
Budget Tracking: Tracking the number of customers trained, budget follow-up, and tracking of educational grants for disclosure

20. Event Coordinator Roles and Responsibilities

Process Implementation: Support the company in the implementation of processes for more efficient and consistent client responses
Event Coordination: Coordinate, direct, track, and promote the attendance of workshops, webinars, client appreciation banquets, etc.
Scheduling Management: Schedule events, coordinate with presenters, and market the events
Meeting Preparation: Assist Business Manager with gathering appropriate printed and electronic materials and preparing the office and conference room for client meetings
Appointment Scheduling: Assist with organizing and scheduling meetings and appointments
Correspondence Handling: Produce, distribute, and digitally file correspondence memos, letters, faxes, and forms, including scanned documents
Website Management: Manage the firm’s website and social media sites
Visitor Support: Provide general support with greeting visitors and answering phone calls
Calendar Delivery: Deliver the JQBID events calendar for 21/22, including managing the delivery of the JQBID’s flagship event, the Jewellery Quarter Festival
Timeline Adherence: Plan, coordinate and deliver all events to the agreed timelines and budgets
Supplier Negotiation: Select and negotiate with suppliers and contractors whilst always ensuring quality control and value for money
Collateral Production: Work with designers to approve and produce event and marketing collateral
Event Promotion: Manage the promotion and communications of each event through appropriate channels including both digital and traditional marketing
Budget Management: Implement and manage the budget and invoicing

21. Event Coordinator Duties

Client Engagement: First point of contact for all Client Events including creating, managing and reconciling briefs and details for events
Client Coordination: Arrange pre-event meetings with the client to discuss their needs
Space Management: Manages all event space diaries and oversees all furniture set-ups for event spaces and training rooms both on-site and off-site
Booking Administration: Owner of internal events booking system, and first response to all tickets raised
IT Coordination: Coordinating the IT requests with the Facilities Events Technicians
Event Execution: Liaise with the client on the day and during the event to proactively action any last-minute requests/changes
Vendor Liaison: Regularly work with external contractors, e.g., cleaning, catering suppliers, set build and production crews
Problem Resolution: Resolves problems associated with all event services including janitorial, parking, security, conference rooms, interior furnishings, fixtures, and equipment
Guest Support: Provides support for guests, visitors and employees relating to all events
Offsite Events: Support internal events at off-site locations close to the office, including company parties and events
Quality Assurance: Carries out quality audits of all event spaces, furniture, and equipment regularly, logging all issues and ensuring actions are completed on time
Safety Supervision: Responsible for Health and Safety during events, including contractor supervision, reviewing of H&S documentation and working closely with the Health and Safety Manager

22. Event Coordinator Details

Resident Engagement: Engage with the members of the site by delivering a positive and consistent personal experience through a program of events.
Inquiry Management: Confidently manage enquiries and viewings when the Community and Events Manager is off-site.
Advertising Monitoring: Monitor all advertising and daily update availability on the management system.
Social Media: Update the property's social media pages regularly each week.
Prospect Followup: Follow up with a phone call to every prospective resident within 24 hours of a property tour and additional follow-up via e-mail to take place within 48 hours.
Tenancy Screening: Completing residency checks via Right to Rent and obtaining all required referencing before accepting a tenancy.
Resident Conversion: Converting prospects into approved residents in the management information system, ensuring complete accuracy of contact details and resident preferences.
Payment Coordination: Working with the Finance team to ensure that reservation fees, move-in monies and deposits are received in advance of the tenancy start date.
Movein Preparation: Liaising with the Community and Events Manager and the handyman to ensure that pre-tenancy works and cleans are scheduled and completed before the move-in date.
Checkin Arrangement: Arranging check-ins - ensuring legal documentation is accurate.
Admin Completion: Ensuring that all administrative works are completed promptly so that all move-ins take place on the scheduled date.
Deposit Registration: Registering the residents' deposit in a secure deposit scheme.
Document Drafting: Drafting ASTs and tenancy documents.
Pack Preparation: Preparing handover packs and tenant guides.
Inspection Logging: Conducting internal inspections of the apartments, logging maintenance issues for the handyman to complete.
Renewal Coordination: Running reports 3 months before the end of the tenancy and liaising with residents accordingly to agree on renewals.
Rent Negotiation: Negotiating rental increases in line with market rent.
Renewal Followup: Promptly following up on all correspondence relating to tenancy renewals and extensions so that all apartments have a minimum of two months' marketing time.
Lease Formalization: Prepare memorandums to formalise any lease extensions, ensuring residents sign and return renewal documentation promptly and make payment of fees accordingly.
Priority Management: Ensuring that renewals are treated with the same priority as other administrative duties so that existing tenancies do not go into a periodic status.
Checkout Scheduling: Arranging a checkout appointment and liaising with the residents regarding deductions
Deposit Release: Arranging for deposits to be released promptly, in line with legislation and company procedure.
KPI Compliance: Releasing all deposits within the timescales outlined within the company KPIs and any targets set by the Resident Services or General Manager.

23. Event Coordinator Responsibilities

Data Entry: Inputting precise data into the system at the time of an event booking
Contract Management: Manage hotel contracts and rooming lists, dealing with queries and changes and then updating hotels with changes
Transport Coordination: Manage transportation and gain documents for submission
Document Handling: Printing, scanning, filing and emailing agreements/contracts/plans etc, keeping tabs on everything
Hotel Communication: Communicate with hotels and venues in the run-up to the event
Attendee Communication: Communicate with attendees to ensure they are up to date as the event approaches
Venue Database: Develop a database of venues, hosts, and locations for events
Event Preparation: Organisational support in advance of the event
Payment Followup: Liaising with accounts to chase outstanding payments and remaining balances
Attendance Tracking: Manage event attendance lists including any cancellations and refunds
Diary Management: Managing a shared diary to record all venue payment dates and ensuring prompt payment is made to venues

24. Event Coordinator Job Summary

Meeting Coordination: Ensure all planning of meetings is consistent by regularly meeting/conversing with counterparts in the region
Trend Research: Regularly reviewing 'on trend' products and services on the high street, in the B&I sector, 5-star hotel market, conferencing world and incorporating findings in everyday operation
Procedure Control: Maintain control and planning procedures
Event Debriefing: Attend Pre-con meetings/Post-con meetings and be integral to the improvement of meetings and events
Department Liaison: Liaise closely with other departments including audio/visual, senior events management teams, etc
Event Support: Supporting high-profile events by supporting planners
Deadline Management: Support the end user and the operations team by meeting deadlines and sharing information in a timely basis
Consumption Reporting: Ensure the reporting of consumption from the waitstaff team is accurate
Client Relations: Meeting and greeting clients and internal hosts, deadline chasing and building relationships
Team Leadership: Lead the Production Assistants to effectively operate the recharging of the lines of business
Supply Coordination: Liaise with the General Manager to ensure supplies are purchased on the best price and quality
Finance Monitoring: Monitor finances, schedule the team accordingly and take appropriate action
Account Tracking: Monitor the monthly trading account with the General Manager to ensure that the budgeted gross costs are achieved
Report Preparation: Prepare reports on department budget/forecasts
Budget Meetings: Monthly financial budgetary meetings attended and actively participated in
Return Submission: Ensure that all financial weekly/monthly returns are submitted at the appropriate times in the correct manner

25. Event Coordinator Accountabilities

Budget Management: Work within the limits of department budgets and client objectives to maximize efficiency
Financial Planning: Play a pivotal role in formulating and implementing budgets, forecasts and project costs alongside the General Manager
Team Leadership: Day-to-day leadership of the department to an impeccable standard
Event Planning: Support and align the planning process of events via the planner/manager
Goal Delivery: Deliver the goals of team, business/function and the company
Strategic Alignment: Aligns priorities to the broader business strategy
Pressure Handling: Maintains tenacity and a balanced approach in high-pressure situations
Business Awareness: Understand the importance of good business practice
Opportunity Identification: Spot opportunities for profit-making or cost-saving
Task Organization: Organises self and tasks well
Activity Direction: Direct all department activities towards meeting JPMC objectives
Service Excellence: Ensure that the highest standard of event planning, presentation and service are always achieved and maintained

26. Event Coordinator Functions

Customer Relations: Build and maintain good customer relations and seek feedback from customers and react to customer needs promptly
Team Motivation: Motivate team to deliver excellence in customer service
Issue Resolution: Investigate concerns and respond to needs relating to the conference service and take corrective action
Complaint Handling: Address and successfully resolve customer-related complaints together with the rest of the management team
Stakeholder Support: Anticipates and promptly addresses stakeholder needs
Team Collaboration: Collaborates across teams to leverage expertise and services
Solution Delivery: Delivers solutions to client/customer/stakeholder needs that are aligned with the firm's priorities
Needs Analysis: Constantly focuses on internal and external customers' stated needs
Expectation Management: Gets to the root of customers' and clients' underlying needs and works to exceed their expectations
Workforce Planning: Effective manpower planning to achieve budget targets
Staff Development: Create effective and accurate employee personal development plans and enthuse the team to achieve the highest results
Overtime Accuracy: Ensure that all staff overtime is accurate for each month
Query Response: Attend to all queries/challenges from staff in a timely fashion
Event Coordination: Oversee coordination with the host in running events by liaising with the Kitchen team about timings
Function Support: Prepare and assist in any functions and events that may occur outside working hours
Record Maintenance: Ensure that training records are signed and maintained

27. Event Coordinator Job Description

Policy Implementation: Implement any new company policy decisions and train staff accordingly
Dress Compliance: Ensure that all team members strictly adhere to the dress code
Employee Development: Recruit, review and develop employees in a positive working environment
Staff Induction: Induct all new staff including relief staff as per the induction checklist
Performance Reviews: Carry out mid-year and year-end reviews, whilst also providing regular check-in opportunities throughout the year with all staff
Goal Setting: Coordinates and plans team and individual goals
Staff Training: Identify the training needs of staff and carry out the training in new procedures, methods of working or the use of new equipment and cleaning products
Discipline Management: Maintain standards of discipline and liaise with the line Manager on any disciplinary or grievance matters
Team Environment: Foster a collaborative and inclusive environment that supports growth and development
Effective Communication: Communicates effectively using the right format and level of detail, given the audience
Inclusive Behavior: Behaves in an inclusive, respectful manner and encourages the same
Learning Promotion: Promotes continuous learning and growth
Priority Alignment: Checks in regularly with the manager to refine priorities and developmental goals
Feedback Culture: Ask for and give honest and constructive feedback, seeks ways to continually develop self and others

28. Event Coordinator Overview

Newsletter Management: Support in the regular creation of newsletters in cooperation with the business and their dispatch, as well as processing of target groups for these newsletters
Event Organization: Organization of team events and internal virtual workshops/events
Platform Setup: Creation of online registration sites, building landing pages in marketing tools, EY Event Apps, and usage of virtual event platforms
Event Administration: Administrative activities before, during, and after events
Tool Utilization: Efficient use of methodologies, EY tools, and databases with continuous development in digital solutions
Policy Compliance: Ensure compliance with policies (EMEIA Meeting and Event Policy, BRET) and liaise with procurement, risk management, health and safety, and all other teams
Webcast Support: Webcast production support and single point of contact for all webcast-related queries

29. Event Coordinator Details and Accountabilities

Issue Resolution: Drive quick resolution for escalated issues
Staffing Management: Responsible for staffing decisions, final interviews of candidates, and team reassignments
Schedule Planning: Plan a schedule with employees and peers to ensure coverage, considering employee holidays, employee leave, and peak times
Equipment Oversight: Oversee equipment upkeep, organization, and supply requests
Work Review: Periodically review employee work including documents, tickets, and phone calls, for quality
Feedback Analysis: Review customer feedback and anecdotes and take actions to measurably improve customer experience
Performance Evaluation: Perform employee performance reviews and manage employee performance following local laws
Team Meetings: Meet regularly with your team one-to-one and in group meetings
Training Development: Collaborate with your employees and peers to create and promote training regionally and globally
Law Compliance: Understand and comply with employment laws where your employees are located
Engagement Improvement: Review employee satisfaction data with employees and take actions to improve employee engagement

30. Event Coordinator Tasks

Event Planning: Support Aristocrat Gaming’s cross-functional strategic event plan
Event Execution: Provide seamless execution of event and ticketing activities
Needs Identification: Proactively identify needs and opportunities that impact the customer experience
Relationship Building: Establish and build strong, collaborative internal relationships with Strategy, Product, Sales, Technology and Services to deliver mutually beneficial marketing programs
Client Response: Being the first point of contact for all customer and corporate enquiries, responding quickly to all booking requests
Venue Touring: Conducting venue tours for clients enquiring about potential events or bookings
Campaign Delivery: Working with the Sales Manager, Marketing Manager and venue management teams to deliver campaigns
Meeting Attendance: Attending weekly meetings with the Sales Manager, Marketing Manager, venue management and head office team
Sales Coordination: Coordinating with other Breakfast Group Sales Managers and Sales Co-ordinators as part of the central reservations team to maximise sales across the group
Social Posting: Posting on venue social media platforms
Event Facilitation: Plan, organize, coordinate, promote, and facilitate various types of events (annual convention, local monthly event, remote/traveling events)
Travel Arrangement: Arrange travel including air, hotel, and transportation
Expectation Setting: Confirm expectations for the event from start to finish
Event Support: Assisting in scheduling, event set-up and attendance
Vendor Communication: Maintain communication with vendors to ensure they understand event needs
Strategy Learning: Learn effective strategies in event management and coordination
Program Execution: Execute tasks for the recognition program

Relevant Information

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