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Event Coordinator Job Description: Top Duties and Qualifications

Last updated: September 27, 2023

An Event Coordinator, or Event Specialist, is responsible for overseeing particular tasks throughout the event planning process. Their duties include meeting with vendors at the venue location to help with set-up, running errands for supplies and decorations and working with staff to ensure the completion of a successful event.

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Event Coordinator Duties and Responsibilities

The duties and responsibilities of an Event Coordinator center on planning and managing events of varying sizes and purposes. Coordinators have to understand what it takes to make sure the logistics work out, keep everything within the allocated budget and ensure that the event itself is carried out smoothly. Here are the most essential duties and responsibilities:

  • Establishing and maintaining relationships with vendors and venues
  • Planning event details and aspects, including seating, dining and guests
  • Creating reliable financial reports and collecting payments on time
  • Remaining under budget with all costs
  • Managing events and addressing potential problems that may arise
  • Planning for potential scenarios that could impact the integrity of the event
  • Maintaining a working knowledge of the complex needs of a wide variety of events

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Event Coordinator Job Description Examples

Example 1

The Party Helpers is a premier, full-service catering company in the South Bay who has successfully been assisting clients with their event needs for the past 45 years.

We are currently seeking a full-time coordinator with an emphasis on weddings to plan and execute a variety of events to include, but not limited to, corporate events and social events.

The event coordinator should have a love for special event management, be highly creative, provide outstanding customer service, be an enthusiastic professional, and be able to build relationships with customers and vendors.

Event Planning and Production

  • Assists clients with selection food and beverage, rentals, d cor (florals, linens, themes/color schemes, etc.) to meet client s vision
  • Coordinates site visits to see event space for booked events and/or visits sites to develop/cultivate relationships with venue coordinators
  • Facilitates menu tastings and/or marketing events
  • Creates and revises room layouts for events as needed
  • Proposes new ideas to improve the event planning and implementation process.
  • Provides clear and detailed event planning and execution instructions to management, production departments and service staff
  • Manages on-site events as needed
  • Closes out all events as required

    Event Administration:

  • Keeps track of event finances including requesting deposits and final payments from client, invoicing, requesting checks for facility fees and/or vendors if applicable
  • Prepares and modify event contracts/proposals as needed and distributes event information to production departments and records/requests event staffing requirements

    Qualifications:

  • Excellent communication and interpersonal skills, including writing, proof reading skills, and speaking.
  • Ability to manage multiple projects
  • Highly organized and detail oriented
  • Ability to accomplish projects with little supervision.
  • Fantastic customer service ethic and high expectations for quality.
  • Demonstrates strong work ethics. Uses time productively to accomplish challenging work goals
  • Is team-oriented and works collaboratively to achieve team goals
  • Thrives under pressure and in an environment of rapid change while maintaining a positive and cheerful disposition
  • Ability to work weekends and/or evenings
  • Bachelor s degree preferred; significant work experience in the event field can substitute for the degree.
  • Minimum of 3 years Catering/Sales experience with 2 years experience with weddings

    Proficient using the latest versions of Microsoft Word, Excel, PowerPoint, Access, and mail merges; knowledge of social media. Experience with Total Party Planner and AllSeated software is a plus!

    Event Pay:

    Manager event range $60.00-70.00 per hour DOE

    Schedule:

  • Normal schedule Tuesday-Saturday

    Job Type: Full-time

    Pay: $56,160.00 - $67,000.00 per year

    Benefits:
  • 401(k)
  • Dental insurance
  • Employee discount
  • Health insurance
  • Paid time off
  • Retirement plan
    Schedule:
  • 8 hour shift
  • Weekend availability
    Supplemental pay types:
  • Bonus pay

    COVID-19 considerations:
    Our team has been vaccinated.



    Ability to commute/relocate:
  • San Jose, CA 95131: Reliably commute or planning to relocate before starting work (Preferred)

    Education:
  • Bachelor's (Required)

    Experience:
  • Events management: 3 years (Required)
  • Customer service: 2 years Location: One location

    • Example 2

    Title:Event Coordinator
    Location: Mountain View CA
    Duration: 12 Months contract

    Job Details:

  • Manage all event logistics and execution for in-person, hybrid, and virtual events.
  • Act as DSBO point of contact on planning committees and/or task forces in addition to vendors.
  • Oversee internal and external event communications

    Minimum Qualifications:

  • BA or BS Degree - no specific field required
  • 2 - 4 years events experience required. (Ideally looking for candidates who are well rounded with in person and virtual events experience, managing or coordinating all aspects of the event)
  • 1+ years of experience in Google Docs, Sheets, and Slides
  • Strong organizational and project management skills

    Education:

  • BA or BS Degree - no specific field required

    Years Experience:

  • 2 - 4 years events experience required. (Ideally looking for candidates who are well rounded with in person and virtual events experience, managing or coordinating all aspects of the event)
  • 1+ years of experience in Google Docs, Sheets, and Slides

    Job Type: Contract

    Salary: $30.00 - $39.00 per hour

    Schedule:
  • 8 hour shift

    Experience:
  • in person events: 4 years (Preferred)
  • virtual events/Digital event: 4 years (Preferred)
  • project management: 4 years Location: One location

    • Example 3

    Summary:

    The Group Business Coordinator will work directly with the Manager to organize and coordinate all facets of group sales, generating and cultivating sales leads, promoting the destination, building customer/client relationships and conducting site visits. The Group Business Coordinator will maintain client files, provide sales contracts, coordinate with Reservations to book group business clients into our PMS systems and coordinate in-house reporting, and invoice management. The Group Business Coordinator will provide prospective client, booking leads and sold client information directly to the Manager for purposes of revenue control and the management of group sales operations.

    Duties AND Responsibilities:

  • Must understand Safari West and its potential for meeting the needs of our clients.
  • Meet with potential clients to introduce them to Safari West (Ex: the facilities, tours, meals, and philosophy).
  • Book clients for tours, meals (in specific rooms or areas), tents, and meetings.
  • Book outside subcontractors as needed (i.e. face painters, musicians, etc.).
  • Work with clients on satisfying their group's particular needs.
  • Answer all related phone calls, faxes and emails in a timely fashion.
  • Coordinate the above-described activities with the chef, the head of housekeeping, the office, the head guide, and maintenance and gardening staff as needed.
  • Update booking agents on Safari West facilities availability.
  • Will inform the Director immediately if the workload is too heavy or calls, emails or other communications are in arrears.

    Qualifications:

  • AA/BA or equivalent and a minimum of 2 years related experience.
  • Ability to work Excel, Microsoft Word, Email Programs, Microsoft Outlook.
  • Ability to type a minimum of 50 words per minute.
  • Must have excellent written and verbal communication skills and be able to communicate effectively with people at all levels and from various backgrounds.
  • Must be able to communicate and be a liaison between departments; ensuring all have clear and updated information for upcoming events.
  • Valid California Driver's License.
  • Willingness and ability to travel 25-30% of the time to attend events/meetings.
  • Acute attention to detail.
  • Strong organizational and problem-solving skills; able to manage priorities and workflow.
  • Commitment to excellence and high standards.
  • Versatility, flexibility, and a willingness to work within constantly changing priorities with enthusiasm.
  • Excellent customer service skills.
  • Ability to work independently and as a member of various teams and committees.
  • Proven ability to handle multiple projects and, meet deadlines.
  • Good judgment with the ability to make timely and sound decisions.
  • Creative, flexible, and an innovative team player.
  • Ability to work on complex projects with general direction and minimal guidance.
  • Passion, enthusiasm, focus, creativity, and a positive outlook.
  • Professional appearance and demeanor.
  • Demonstrated ability to plan and organize projects.

    Job Type: Full-time

    Pay: From $22.00 per hour

    Benefits:
  • 401(k)
  • Dental insurance
  • Employee discount
  • Health insurance
  • Paid time off
  • Vision insurance
    Schedule:
  • 8 hour shift
  • Day shift
  • Weekend availability
    Supplemental Pay:
  • Bonus pay

    Ability to commute/relocate:
  • Santa Rosa, CA 95404: Reliably commute or planning to relocate before starting work (Required)

    Experience:
  • Events management: 1 year (Preferred)
  • Customer service: 1 year Location: One location

    • Example 4

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    JOB Position: EVENT Coordinator

    Details: Marketing/ Sponsorship

    Qualification & Responsibilities:

    - MUST BE Eligible TO WORK IN U.S

    - Bilingual (Korean & English)

    - Ability TO MEET Deadlines

    - Microsoft Program Skills (WORD, EXCEL, PPT)

    - ADOBE Photoshop/Illustrator Skills IS A PLUS

    - EVENT Experience IS A PLUS, BUT NOT Necessary

    Job Types: Temporary, Internship, Contract

    Pay: From $18.00 per hour

    Schedule:
  • 4 hour shift
  • 8 hour shift

    COVID-19 considerations:
    Office is closed to outside visitors. Masks are required. Social Distancing in the office is NOT a Location: One location

    • Example 5

    RC Media Group is an advertising and consulting firm located in Orlando, FL. We are currently looking for an organized, proficient, and vibrant Entry Level Event Coordinator to help assist us with customer accounts, transactions, and customer relations.

    Event Coordinator Job Requirements:

  • Welcoming and engaging with all Guests, all while being an ambassador for our clients.
  • Provide excellent Customer Service to clients and customers.
  • Excellent interpersonal communication skills.
  • Must be personable, energetic, positive and enjoy working with people daily.
  • Following up with customers weekly.
  • Prospecting to develop ongoing relationships for new and repeat business.
  • Work successfully in a team environment as well as independently.
  • Understanding all aspects of our packages, services, and add-ons.
  • Utilizing systems and programs to input sales revenue, guest information, and create follow up with related tasks.

    Event Coordinator Qualifications:

  • FULL TIME Hours (Monday-Friday).
  • Thrive in dynamic and collaborative environment.
  • Have reliable transportation to our office.
  • At least 18 years of age.
  • Previous experience with guest relations/events is a plus.

    If you are confident in your interpersonal skills and love working in a dynamic, fast paced environment - we want to hear from you!

    Apply directly to this ad with a copy of your resume and our HR Team will be in touch within 2-3 days.

    Job Types: Full-time, Part-time

    Pay: $15.00 - $22.00 per hour

    Schedule:
  • 8 hour shift
  • Monday to Friday

    Ability to commute/relocate:
  • Orlando, FL 32801: Reliably commute or planning to relocate before starting work (Required)

    Experience:
  • Events management: 1 year (Preferred)
  • Customer service: 1 year Location: One location

    • Example 6

    Job Overview

    The Yolo Crisis Nursery is a nonprofit serving families and children zero to five when families are experiencing a significant crisis. This internship will work remotely with occasional in-person meetings with event chair(s) for three major annual fundraising events. The duration of this internship is 6 months (and potentially longer). Intern will be asked to work approximately 5 hours per week during event planning peak periods. NOTE: When fundraising events take place, mid-October, mid-March and first week of May, intern will be asked to work additional hours the week of and day of each event.

    2023-2024 Event Dates:

    October 21, 2023 Annual Barn Dance Central Park Pavilion, Davis

    March 9, 2024 Crab Feed Woodland

    May 4, 2024 Annual Kentucky Derby - Woodland

    Responsibilities

  • Work with Director of Marketing to help create, update and maintain registration platforms for each event - running weekly registration reports and other applicable reports. (Familiarity with design software, web editing and social media marketing is a plus.)
  • Assist in managing pre- and on-site registration for events. This includes coordinating and training registration volunteers prior to and during events.
  • Assist event chair with organizational tasks as needed, including participating in committee meetings when necessary.
  • Volunteer Management including:
  • Prepare a detailed list of volunteer outreach organizations (many organizations have already been identified and these contacts will be shared).
  • Outreach and ongoing to volunteer organizations notifying them of the dates and times assistance is requested.
  • Research and outreach to clubs and organizations yet to be identified such as school clubs, campus clubs, churches, etc.
  • Assist with day of the event set up, tear down and clean up when necessary.

    Qualifications

  • Ability to work independently and as part of a team.
  • Excellent organization skills to manage multiple tasks, attention to detail, and the ability to prioritize in a changing environment and still meet deadlines.
  • Ability and confidence in making cold calls/outreach as part of volunteer management.
  • Ability to provide work according to deadlines provided.
  • Ability to take direction and absorb information quickly.
  • Excellent verbal and written communication skills; interpersonal and follow-up skills.
  • Excellent team relationship skills and attitude.
  • Familiarity with Adobe suite a plus but not a requirement.

    Job Type: Internship

    Pay: From $16.50 per hour



    Ability to commute/relocate:
  • Davis, CA 95616: Reliably commute or planning to relocate before starting work (Preferred)

    License/Certification:
  • Driver's License Location: Hybrid remote in Davis, CA 95616

    • Example 7

    Full Job Description

    Event Sales Coordinator

    Alfred Restaurant Group is seeking team members to work as an Event/Banquet Sales Coordinator! This team member is an integral part of our sales team and will be responsible for answering all inquiries regarding our space offering banquets and special events. Alfred Restaurant Group (ARG) is a growing company with four (4) successful regional restaurant concepts in Washington DC and Maryland and looking to expand!

    Job Description:

  • Manage social and small corporate event sales for ARG s Private Dining Room.
  • Take clients through the full sales process from identification, qualification, and proposal development to post-booking.
  • Responding to inquiries and booking appointments.
  • Building client relationships.
  • Conducting on-site walk-through appointments.
  • Contract negotiations, closing & booking.
  • Manage the event coordination and detailing to the General Manager approximately 1 week prior to the event date.
  • Conduct timely and thorough responses to clients via phone and email communication.
  • Confirmation of event details such as menu, final guest count, floor plan, timeline, personal decor, etc for each client.
  • Creation and finalization of BEO
  • Manage expectations for event clients and clearly communicate client needs to the restaurant management team/event captain.
  • Ensure timeliness of billing/payment remittance in conjunction with our Finance Administrator.
  • Organization of BEO s and general event information within our Toast system.
  • Attendance and participation at weekly or bi-weekly BEO meetings to provide input/direction to events team on event logistics and client information.
  • Work together with General Manager to ensure the monthly sales targets will be met

    Qualifications:

  • Undergraduate Degree; Hospitality focus preferred not required.
  • A minimum of 2 years experience in both FOH and Event Sales
  • Flexible schedule (night/weekend hours required)
  • Excellent interpersonal skills
  • Desire to work in a high-volume, fast-paced environment
  • Highly self-motivated with attention to detail
  • Proficiency in Google Drive and knowledge of Toast a plus.
  • A passion for organization, a positive attitude, and an interest in learning the inner workings of event sales and planning from start to finish.

    Job Types: Full-time, Part-time

    Pay: $50,000.00 - $55,000.00 per year

    Benefits:
  • Paid time off
    Schedule:
  • 8 hour shift
  • Monday to Friday
  • Weekend availability
    Supplemental pay types:
  • Commission pay

    Ability to commute/relocate:
  • Baltimore, MD 21231: Reliably commute or planning to relocate before starting work (Required)

    Experience:
  • Events management: 1 year (Preferred)
  • Customer service: 1 year Location: Hybrid remote in Baltimore, MD 21231

    • Example 8

    Day of Event Coordinator

    Are you ready to turn dreams into reality? We re on the hunt for a vibrant and dynamic Day of Event Coordinators to join our squad and create unforgettable moments that will be talked about for ages!

    Who We Are:

    We re not just a professional events team managing a portfolio of venues, we re memory-makers. Our team is all about infusing every event with the structure it needs to run smoothly, magically, without any drama. We have the know-how to do just that, and we love our job.

    What You ll Do:

    As a Day of Event Coordinator, you ll be the on-site point person, orchestrating the perfect symphony of details for an event, most oftentimes a wedding. Our team will be responsible for putting the plan in place with the client leading up to the big day, and your job will be to oversea the actual timeline and details on that day.

    What We re Looking For:
  • A natural organizer who can juggle flamingos and unicorns (not literally, but almost!)
  • A problem-solving guru who can handle any event-day curveballs with a grin.
  • A team player who is also willing and able to take the lead.
  • A person who loves the details and is good at managing a project.
  • Someone who is great at interacting with people with strong communication skills.


    Perks of the Gig:
  • Part-time, hourly position with overtime and a flexible schedule.
  • A chance to dip you toe in the vast ocean of events with a team that can teach you how to do things right.
  • Development of a work skill set that will benefit your life skill set.
  • If you are an experienced event person, this is an opportunity to keep your skills fresh with the flexibility to not work full-time.


    Ready to Apply?

    If you re a go-getter with a passion for turning meh into OMG! , we want to hear from you! Whether you re a seasoned event extraordinaire or just starting your journey, if you ve got energy and enthusiasm, we ll provide the rest.

    Job Type: Part-time

    Pay: $25.00 - $30.00 per hour



    Ability to commute/relocate:
  • Santa Rosa, CA: Reliably commute or planning to relocate before starting work Location: In person

    • Example 9

    About us

    Sparkes Event Solutions pride ourselves on being trusted partners for expert event planning services in the vibrant heart of the Washington, D.C. and Northern Virginia regions. As a minority woman-owned business, we've been quietly making waves in the industry for over a decade, crafting unforgettable events that leave lasting impressions. At SED, our strength lies in seamlessly blending the precision of project management with a genuine commitment to hospitality, resulting in a harmonious symphony of excellence in event planning and management. Our track record speaks for itself, showcasing a consistent delivery of events that sparkle always executed on time, well within budget, and in alignment with the precise objectives set..

    Sparkes Event Solutions is looking for an highly organize and driven individual to assist will all aspects of planning and coordinating events under the direction of the primary Events Director. We are looking for someone creative and energetic. A successful candidate should be a self-starter and possess the capability to work in a team and independently.

    Task included, but not limited to:

  • Plan and implement client activities and events
  • Identify and secure vendors to support each event that meet style, budget and event objectives
  • Review event budgets and develop event spend plan
  • Organize and facilitate vendor payments and contract signing
  • Schedule and attend vendor meetings and interviews
  • Coordination and communication with stakeholders including publishing routine status reports
  • Developing event plans, event timelines and production schedules
  • Event preparation/ behind the scenes office work
  • Supervise vendor arrivals and setup according to event plan
  • Complete any and all onboarding processes with new clients
  • Assisting in set up and breakdown of the weddings and events.
  • Evaluate and present event results to the client
  • Attendance at stakeholder meetings


    Skills Desired:

  • Extremely detail- oriented, professional, excellent customer service skills.
  • The ability to take direction well, think quickly on their feet, as well as always have a positive attitude, even when under stressful situations.
  • Must be able to plan and manage multiple events for multiple clients as the same time.
  • Must be able to take direction and be proactive and work unsupervised.
  • Upbeat personality and eager to work in the hospitality industry.


    Experience:

  • Degree in public relations, communications, or hospitality.
  • 2-3 years of experience in the hospitality industry.
  • Event and wedding planning and coordinating experience.
  • Knowledge of how to create and manage floor plans, timelines and more.
  • Communication and marketing skills.
  • Project management experience.
  • Good time management.
  • Proficiency in various event software.
  • Expert interpersonal skills.
  • Risk management experience.
  • Proficient in Microsoft and Google products


    Schedule:

  • Primary flexible work from home hours.
  • Must be able to meet in person once a week in Stone Ridge, Virginia.
  • MUST be able to work evening hours (periodically) and Saturday s (at least two per month). Weekend work is essential because most events happen on weekends. Please do not submit your resume if you do not want to work weekends.


    If you are passionate about creating memorable events and have the skills to coordinate all aspects of an event from start to finish, we would love to hear from you. Please submit your resume along with a cover letter detailing your relevant experience.

    Job Type: Contract

    Pay: $15.00 - $19.00 per hour

    Expected hours: 12 20 per week

    Schedule:
  • 4 hour shift
  • Choose your own hours
  • Weekends as needed
    Supplemental pay types:
  • Commission pay



    Ability to commute/relocate:
  • South Riding, VA: Reliably commute or planning to relocate before starting work (Required)

    Experience:
  • Events management: 1 year Location: Hybrid remote in South Riding, VA

    • What Does an Event Coordinator Do?

    Event Coordinators typically work for event planning companies, venues, hotels and resorts or corporations. They use their problem-solving skills and determination to overcome challenges and ensure that events meet a client’s expectations. Their job is to provide a supportive role to the event planning team by contacting vendors, touring potential venue locations and helping with the set-up, execution and cleanup of an event. They may also create promotional videos and advertisements to spread awareness about commercial events to the public.

    Event Coordinator Skills and Qualifications

    In order to fulfill the aforementioned duties and responsibilities, an Event Coordinator must possess an extensive skill set and qualifications that work together to manage events efficiently. The following are the specific skills and qualifications required for any Event Coordinator to be successful.

    • Communication and Interpersonal Skills: Event Coordinators are required to network with a wide variety of entities in the course of their job. Vendors and venues must be established, and an entire staff must be managed in order for an event to function properly. An Event Coordinator will need to have a general knowledge of what guests expect.
    • Team Management: Event Coordinators carry out many tasks on their own, but a major aspect of the job is working with a team. Delegating to a team properly and making sure everyone has what they need to do their job requires team management and leadership skills.
    • Budgeting: Every event comes with a cost, and it’s the Event Coordinator’s job to keep those costs within the allocated budget. This will require a degree of financial skill as well as the ability to create accurate reports.
    • Logistics: Everything in an event, from the seating to the entertainment, must be set up in a practical and useful manner for the guests. To accomplish this, the Event Coordinator must possess a degree of skill in logistics to properly plan the details and anticipate potential problems that may arise.

    Event Coordinator Salary Expectations

    The average salary for an Event Coordinator is $15.75 per hour. However, salary can vary widely depending on the Event Coordinator’s experience level.

    Event Coordinator Education and Training Requirements

    Event Coordinator positions don’t necessarily require any education beyond a high school diploma provided one has relevant experience in a similar field or direct experience as an Event Coordinator. Even so, a bachelor’s degree in event planning or marketing is preferred, as this education can provide helpful, applicable knowledge in managing the costs and logistics of an event.

    Event Coordinator Experience Requirements

    Getting started as an Event Coordinator requires little experience outside of team management, but the more experience one has, the higher the salary they’re likely to get from the job. Basic experience with communicating and working as part of a team are also necessary since that’s the foundation for virtually all of an Event Coordinator’s responsibilities.

    Job Description Samples for Similar Positions

    With this job description in mind, you’ll be in a better position to craft one of your own for the position you’re hiring for. If your position leans a bit more in a different direction, however, these related job description samples may serve you better.

    Ready to Hire an Event Coordinator?Build an Event Coordinator Job Description

    Frequently asked questions about Event Coordinators

    What is the difference between an Event Coordinator and an Event Planner?

    Although the event planning industry sometimes uses the titles Event Coordinator and Event Planner interchangeably, there are differences between the two and how they contribute to the event planning process. The main difference is that Event Planners hold a more senior position, while Event Coordinators typically provide a supportive role as they oversee more specific tasks.

    An example of this would be an Event Coordinator creating place cards for guests and arranging them in the correct order on the reception tables. Meanwhile, the Event Planner oversees the entire set-up process to ensure the correctness of lighting, decorations and seating placements.

    What makes a good Event Coordinator?

    A good Event Coordinator is someone who uses their attention to detail and their organization tactics to ensure that an event meets and exceeds a client’s expectations. They also can find quality vendors and venue locations while staying within a client’s desired budget. They do this by negotiating price points and working with clients to find compromises that add value to their event. A good Event Coordinator should also have a range of skills that enable them to complete tasks that would cost more money to hire out like hanging light fixtures and creating event posters.

    What are the daily duties of an Event Coordinator?

    On a typical day, an Event Coordinator participates in staff meetings with Event Planners and other roles. They receive a set of tasks to complete for one or more clients and have the opportunity to ask questions or address potential event conflicts. Throughout the day, they run errands to pick up event supplies like table cloths, party favors and other items to store at the office up until the day of the event.

    They also go to venue locations to meet with venue staff and discuss event packages, fees and limitations to the layout of the event space. Back at the office, they take phone calls from clients and participate in in-person meetings with clients and Event Planners.

    Job Description Examples

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