Job Summary:

We are looking for an experienced Program Event Coordinator for our Las Vegas based Global Events Team. Our ideal candidate will support the daily administrative tasks, program management, and deliverables for our Global Events Team, supporting the Sr. Project Manager and Sr. Director of Events, with the ability to independently oversee multiple concurrent events. Our Event Coordinator’s work with our design, operations, and field ops teams to develop event plans to produce a successful event. 

We love what we do and because of our customer-focused philosophy we build long term relationships with our clients, bringing their visions to life year after year. We pride ourselves on being an industry leader with a streamlined approach to event design and production. This role is ideal for someone who is a problem-solver, proactive, detail-oriented, motivated by working with people, nurtures program success from inception to completion and thrives in a high-energy and fast-paced atmosphere.

Responsibilities:

• Support the Sr. Program Manager and Sr. Director of Events with all aspects of their programs as directed. 

• Learn and maintain maximum proficiency in the Company Rental Software, Intellievent and Company Project Management Software, Asana.

• Utilize Intellievent to:

  • Manage event order life cycle including: Contract creation, revisions, distribution, and invoicing)

  • Implement Proper booking of event furnishing, fabrication, printing, purchases, etc. 

  • Create vendor PO’s as well as track the approval process. 

• Possess comprehensive Knowledge of the companies inventory, services and pricing

• Research commodities and vendors as directed and present findings with recommendations on selection. 

• Be in charge of ordering, managing, and tracking event purchases, sub-rentals, and materials with approved vendors. 

• Manage booking travel arrangements (Hotels, Rentals Cars, etc.), when applicable

• Act as the client contact as instructed. 

• Work closely with cross-functional teams to ensure event success including but not limited to: 

  • Coordinate and actively participate in production meetings with Operations & Field Ops to provide clarification on upcoming events. 

  • Provide clear and concise communication to Operations to help oversee and manage purchases.

  • Proactively resolve inventory conflicts as needed 

  • Assist Accounting with both client and vendor invoicing as well as any collection of payments in accordance with company policies and procedures. 

  • Supervise deliverables provided by our specialty departments (Fabrication, Printing, Floral, and AV) to monitor progress and completion in accordance with the program's timelines.

  • Create onsite documents/binders with contract information, build documents, renderings, etc. for installation and strike team. 

  • Facilitate any post event client shipping needs

  • Arrange and communicate with the Showroom Coordinator to schedule requested client showrooms

• Lead site event installations (some could be long term), strikes, venue walk-throughs, and showrooms as directed

• Assist in the physical set-up of events which may include moving tables, chairs, and boxes other duties as required. Must be able to lift up to 50 lbs.

• Organize detailed schedules, delivery operations, load-in/load-out planning and operations.

• Maintain organizational standards of satisfaction, quality, and performance

• Contribute to team efforts by accomplishing related tasks and special projects as requested

• Maintain consistent post-event follow-up including “Thank You” cards and gifts

• Proactively prevent errors and solve problems in all areas of responsibility

• Other duties as assigned

Requirements For Success:

• A bachelor’s degree from an accredited institution

  • A bachelor’s degree is preferred, or equivalent combination of education, certification, and experience.

• 3 years of professional experience in project management or event planning

• Previous event related project management experience, a plus.

• Demonstrating proficiency in Microsoft Office and Google Workspace

• Technical Savvy – quick to pick up new tools/software/platforms.

• Excellent organization skills and efficiency in time management.

• Ability to coordinate and manage multiple projects simultaneously and meet frequent deadlines.

• Excellent written and verbal communication skills.

• Willingness to be flexible to manage shifting priorities, project requirements, demands, and timelines.

• Ability to effectively prioritize.

• Ability to identify areas for improvement in our work processes and take initiative to implement.

• Have a strong attention to detail.

• Comfortable working both independently and, in a team,-oriented, collaborative environment.

• Must have legal driver’s license, the ability to run event related errands and transport event supplies to off-site events.

• Ability to promote effective working relationships (both within and outside the organization) to accomplish objectives and build team support

• Outstanding customer service skills; sets high standards and seeks way to improve service

• Possess current knowledge of the events industry

• Display a high degree of confidentiality, professionalism, and emotional maturity at all times. Is a problem-solver and works well under pressure. 

Additional details:

• Travel may be required.

• Overtime may be required

• Occasional work during the evening and/or weekends & holidays may be required.

Physical Requirements:

Work Environment/ Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to ensure individuals with disabilities to perform the crucial functions. While performing the duties of this job, the employee is frequently required to sit, talk and hear.

• The employee is required to stand, walk, and use hands to handle, feel, reach with hands and arms, stoop, kneel, crouch, climb or crawl.
• The employee may need to lift and/or move up to 25 pounds
• Specific vision abilities required by this job include close vision
• The noise level in the work environment is usually moderate to heavy
• The temperature will vary from hot to cold depending on the weather

Equal Employment Opportunity:

Blueprint Studios provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. Blueprint Studios expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status.