What are the responsibilities and job description for the Event Coordinate position at UG2?
The Event Coordinator Event Coordinator is responsible for planning, coordinating, and executing events within the organization, ensuring that all logistical aspects are addressed from setup to breakdown. The Event Coordinator works closely with clients, vendors, and internal teams to guarantee that all events run smoothly, adhere to safety standards, and provide excellent customer experience. The Event Coordinator manages event calendars, communicates with stakeholders, and ensures all spaces are prepared and maintained before, during, and after events. This role requires a high level of attention to detail, strong communication skills, and the ability to handle physical tasks and logistical planning.
Job Responsibilities:
- Serve as the primary point of contact for customers regarding event setup, headcount, and vendor needs.
- Manage and maintain the event calendar for the site, including approvals and scheduling.
- Support and maintain training rooms, conference rooms, lobbies, lounges, and common spaces.
- Set up event spaces according to customer requirements, including arranging chairs, tables, power strips, and equipment, and resetting spaces afterward.
- Assist catering teams with setting up and tearing down catering tables, both indoors and outdoors.
- Support cleaning efforts before, during, and after events, ensuring spaces are tidy and ready for use, including vacuuming, emptying trash, and resetting rooms.
- Provide ongoing assistance to customers during longer events by managing trash, tidying spaces, and handling ad hoc requests.
- Set up audio-visual (AV) equipment for events and troubleshoot issues as needed.
- Communicate and respond to all event-related emails and work order tickets in a timely and professional manner.
- Inspect equipment for damage after use, manage inventory, and ensure that all items are accounted for and in good working order.
- Adhere to all event safety standards and fire code regulations, ensuring seating arrangements are complying.
- Assist with ordering, moving, and storing event supplies and equipment.
- Ensure that all event spaces are clean, organized, and ready for future use.
- Attend weekly team meetings to coordinate upcoming events and discuss logistics.
Key Interactions:
- Engage with all leaders and stakeholders.
- Engage with clients, vendors, and internal teams.
- Collaborate with staff and facilities management.
Requirements (Knowledge, Abilities, Skills, and Education and/or Experience:
- Must be bi-lingual in English & Spanish
- One to three years of related experience is preferred.
- Proficiency in Microsoft Outlook and other calendar management tools.
- Experience with work order systems.
- Strong organizational skills with an eye for detail.
- Excellent written and verbal communication skills.
- Ability to lift up to 50 lbs. repeatedly for event setup and breakdown.
- Ability to work independently with minimal supervision and as part of a collaborative team.
- Experience using cleaning tools and equipment for event space maintenance.
- Strong customer service skills, ensuring a high level of client satisfaction.
- Ability to manage multiple events and priorities simultaneously.
- Knowledge of event safety standards and fire regulations.
Working Conditions and/or Physical Requirements
- On-site role requiring physical activity, including setting up and breaking down event spaces.
- Ability to lift and move equipment and furniture up to 50 pounds.
- Attention to detail, organization skills, and the ability to work in various physical positions, including standing, sitting, and walking.
As a UG2 team member, you’ll receive:
Competitive wages
Matching 401K
Medical, Dental and Vision coverage
Career coaching and professional development
Unwavering focus on employee and public safety
Investment in training
Recognition and appreciation
Identity Theft Protection
Medical Flexible Spending Account (FSA)
Dependent Care Account (DCA)
Parking Flexible Spending Account (FSA)
Transit Flexible Spending Account (FSA)
Life/ AD&D Insurance – 10K Flat Rate (Employer Sponsored)
Voluntary Life AD&D Insurance (Employee Sponsored)
About UG2:
Founded in 2012, UG2 is privately held and headquartered in Boston, Massachusetts. At UG2, we set the standard in facility services through our relentless pursuit of innovation and excellence. We take pride in exceeding client expectations and fostering a culture of continuous improvement.
Every team member is integral in shaping our strategy and driving our mission. By embodying our commitment to service excellence, they directly contribute to UG2's growth and our reputation for delivering unparalleled results in a client-focused industry.
Every team member is integral in shaping our strategy and driving our mission. By embodying our commitment to service excellence, they directly contribute to UG2's growth and our reputation for delivering unparalleled results in a client-focused industry.