Event Coordinator

Location: Waipahu, HI, Hawaii

Status: Full-Time

Mission: The Building Industry Association of Hawai'i (BIA Hawai'i) is The VOICE of the Construction Industry. BIA Hawai'i promotes our members through advocacy and education and provides community outreach programs to enhance the quality of life for the people of Hawai'i.

Bring people together and turn great ideas into memorable experiences as the Event Coordinator for the Building Industry Association of Hawaii. You’ll manage our signature events—including two Home Shows and a Golf Tournament—along with up to 24 additional events each year. This hands-on fast-paced role is ideal for a creative, organized professional who enjoys building relationships, supporting fundraising, engaging volunteers and sponsors, and managing every detail from the first idea through a successful event and follow-up.

·        Event planning and project management: Develop objectives, work plans, timelines, checklists, schedules, run-of-show documents, staffing plans, contingency plans, and task assignments for six signature events and up to 24 additional events each year.

·        Committee coordination: Serve as the primary liaison to each event committee; schedule and facilitate planning meetings, prepare agendas and materials, document decisions, track action items, and communicate deadlines and progress.

·        Membership coordination: Work closely and in alignment with the Membership Coordinator; maintain clear communication, coordinate shared priorities, and collaborate on responsibilities that may overlap between the two roles.

·        Fundraising support: Partner with leadership and development staff to align events with fundraising goals; coordinate donor-facing details, auctions or appeals when applicable, recognition, stewardship activities, and post-event reporting.

·        Sponsorship coordination: Support sponsor prospecting and fulfillment by tracking commitments, benefits, logos, advertisements, tickets, acknowledgments, signage, and deadlines; maintain timely and professional sponsor communication.

·        Volunteer coordination: Identify volunteer needs; recruit, schedule, train, brief, and supervise volunteers; prepare assignments and instructions; confirm coverage; and recognize volunteer contributions after each event.

·        Marketing materials: Create accurate, engaging flyers and related event materials that follow organizational brand standards; coordinate review, approval, production, and distribution.

·        Registration: Build and maintain online registration pages, ticket or RSVP options, confirmation messages, attendee communications, guest lists, accessibility or dietary information, check-in materials, and registration reports.

·        Vendor and venue coordination: Request proposals, compare options, confirm services, coordinate contracts and deadlines, and communicate requirements with venues, caterers, rental providers, audiovisual teams, entertainers, and other vendors.

·        Room-rental coordination: Manage room-rental inquiries and intake; confirm requirements and availability; maintain the room-rental calendar to prevent scheduling conflicts; and coordinate access, setup, breakdown, and cleanup arrangements with renters, staff, and vendors.

·        Budget and expense administration: Understand and work within approved event budgets; prepare estimates, monitor revenue and expenses, route invoices and contracts for approval, track payments and reimbursements, maintain supporting documentation, flag variances, and assist with final reconciliation.

·        Event setup and logistics: Coordinate layouts, equipment, supplies, signage, décor, registration areas, sponsor recognition, technology, food service, safety considerations, and accessibility; oversee setup before each event.

·        Day-of execution: Serve as the on-site lead or designated logistics contact; manage the event timeline, vendors, volunteers, committee members, speakers, guests, check-in, troubleshooting, and approved last-minute adjustments.

·        Breakdown and cleanup: Lead post-event breakdown, inventory and return materials, confirm vendor pickup, supervise cleanup, and ensure the venue is restored according to requirements.

·        Follow-up and evaluation: Send or coordinate thank-you communications, sponsor and donor acknowledgments, volunteer recognition, surveys, outstanding payments, and committee debriefs; prepare attendance, revenue, expense, engagement, and lessons-learned reports.

·        Systems and records: Maintain organized event files, calendars, contact lists, templates, vendor information, contracts, invoices, permits, reports, and historical records while protecting confidential donor, sponsor, volunteer, and attendee information.

·        Bachelor’s degree in event management, nonprofit management, hospitality, communications, marketing, business, or a related field preferred; equivalent relevant experience may be considered.

·        Two or more years of event coordination, fundraising event, hospitality, volunteer management, project coordination, or related experience preferred.

·        Demonstrated ability to manage multiple events, deadlines, committees, vendors, and changing priorities with accuracy and professionalism.

·        Working knowledge of event budgets, expense tracking, invoices, contracts, and basic financial reconciliation.

·        Strong written, verbal, interpersonal, meeting facilitation, and customer-service skills.

·        Experience creating flyers and digital promotional materials and setting up online registration or ticketing pages.

·        Proficiency with common office, calendar, spreadsheet, presentation, design, registration, and project-management tools.

·        Ability to build effective relationships with donors, sponsors, volunteers, committee members, vendors, staff, and community partners.

·        Self-starter with strong problem-solving skills, a proactive approach to taking initiative, and the ability to work effectively as a team player.

·        Sound judgment, discretion, attention to detail, and commitment to the organization’s mission.

·        Regular availability for planning meetings and event preparation, with periodic early mornings, evenings, weekends, and extended event-day hours.

·        Local travel to event venues, vendor locations, and community meetings as needed.

·        Ability to remain active for extended periods during events and to move event supplies and materials, with or without reasonable accommodation.

·        Schedule flexibility during peak event periods and the ability to respond calmly to time-sensitive operational needs.

·        Events are delivered on time, within approved budgets, and in alignment with mission and fundraising objectives.

·        Registration, attendance, fundraising, sponsor fulfillment, volunteer coverage, and expense records are accurate and timely.

·        Committees, sponsors, donors, volunteers, guests, vendors, and staff receive clear communication and responsive support.

·        Post-event acknowledgments, reconciliation, evaluations, and reports are completed promptly, with lessons incorporated into future planning.

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• Please return your cover letter and resume to tricia@biahawaii.org.