Project Coordinator - Events

JOB OVERVIEW

The Project Coordinator is responsible for managing all operational steps related to an event, with a large focus in the Booked stage. Working closely with Sales Representatives and Operational Departments, this role ensures seamless coordination and effective execution of event requirements. The Project Coordinator supports the organization of projects and serves as a liaison between departments, helping maintain workflow efficiency, ensuring accuracy of documentation, and escalating potential roadblocks to the appropriate leadership to keep projects on track. This is an entry-level project management role designed to support and coordinate operational activities.

KEY RESPONSIBILITIES

• Support the organization of events during the Booked stage, with minor coordination during the proposal stage under the direction of the Head of Project Management.
• Coordinate the flow of information between Sales Representatives and Operational Departments to ensure accurate execution and project details.
• Assist with updating the Event Board to reflect timelines and project status.
• Prepare and submit Pricing Requests accurately and in a timely manner.
• Assist in building Work Orders with the required details, assignments, and deadlines.
• Help schedule and coordinate meetings between Sales Representatives, Logistics, and Operational teams.
• Document and distribute meeting minutes to ensure clarity and accountability.
• Monitor timelines and deadlines, escalating potential roadblocks to the Head of Project Management or relevant Operational leaders.
• Support troubleshooting efforts by gathering information and coordinating with departments to find solutions.
• Carry out specific project goals and tasks assigned by the Head of Project Management.

QUALIFICATIONS

• Associate’s or bachelor’s degree in Project Management, Business Administration, Event Management, or a related field (preferred, not required).
• 1–3 years of experience in project coordination, administrative support, or event coordination. Experience in the event industry is a plus but not mandatory.
• Strong organizational and multitasking skills with attention to detail.
• Good communication and interpersonal skills; able to work collaboratively with multiple departments.
• Comfortable learning project management tools, CRMs, and Microsoft Office Suite.
• Ability to meet deadlines, follow processes, and escalate issues when necessary.
• Problem-solving mindset and willingness to learn from leadership guidance.

KEY COMPETENCIES

• Organization & Time Management: Able to track multiple tasks, deadlines, and priorities efficiently.
• Attention to Detail: Ensures accuracy in pricing requests, work orders, and project documentation.
• Collaboration & Teamwork: Works effectively with Sales, Logistics, and Operational teams to support project goals.
• Communication Skills: Clearly conveys information and updates to team members and supervisors.
• Problem-Solving & Initiative: Identifies potential issues and escalates appropriately; demonstrates a willingness to learn solutions.
• Adaptability & Flexibility: Adjusts to changing priorities and project requirements while maintaining accuracy.
• Learning Mindset: Open to feedback and continuously improving project coordination and operational skills.
• Technical Competency: Comfortable learning and using project management software, CRMs, and Microsoft Office Suite.

WORKING CONDITIONS

• Office-based role
• Fast-paced environment managing multiple concurrent projects
• Combination of desk work, standing, and walking during site visits