Event Coordinator

Event Coordinator

Position Summary

The Event Coordinator supports the Marketing Manager in planning, organizing, and executing internal and external events that promote the company’s commercial cleaning services and strengthen client, vendor, and community relationships.

This role works closely with the Marketing Manager and designated Event Champion to coordinate event logistics, scheduling, vendor partnerships, equipment needs, documentation, and reporting. The Event Coordinator ensures all event details — including location, timing, staffing, compliance requirements, materials, and post-event documentation — are executed professionally and align with company branding and operational standards.

Events may include trade shows, property management expos, client appreciation events, community outreach initiatives, employee recognition events, and industry networking functions.

Key Responsibilities

Event Planning & Logistics

• Collaborate with the Marketing Manager and Event Champion to define event objectives, audience, and measurable outcomes.
• Coordinate logistics for trade shows, commercial property expos, client events, and company-sponsored functions.
• Secure venues and confirm event details including date, time, setup requirements, and compliance regulations.
• Coordinate cleaning equipment displays, marketing materials, branded signage, and promotional items.
• Develop detailed event timelines, run-of-show documents, and setup/breakdown checklists.
• Maintain and manage the company event calendar.

Vendor & Partner Coordination

• Source and coordinate vendors including venues, catering, audiovisual services, rental equipment, and printing services.
• Obtain quotes, negotiate pricing when appropriate, and track vendor agreements.
• Ensure vendor contracts, certificates of insurance, and permits are properly documented and retained.
• Coordinate with internal operations teams when events involve live demonstrations or cleaning equipment showcases.

Cross Department Collaboration

• Work closely with operations, sales, and leadership teams to align event messaging with service offerings.
• Coordinate staffing schedules for events (booth staff, speakers, brand representatives).
• Support sales teams with event-generated leads and follow-up tracking.
• Assist marketing with pre-event promotions (email campaigns, social media, invitations).

Budget Management

• Assist the Marketing Manager in developing and monitoring event budgets.
• Track expenses and ensure alignment with approved financial guidelines.
• Maintain organized records of invoices and payment documentation.

On-Site Event Execution

• Oversee setup and breakdown of event booths or event spaces.
• Ensure brand consistency in displays, uniforms, materials, and presentation.
• Troubleshoot logistical challenges during events.
• Represent the company professionally at industry and community events.

Documentation, Record Retention & Reporting

• Maintain comprehensive records of contracts, vendor agreements, permits, insurance certificates, and compliance documentation.
• Track attendance, lead generation, and event performance metrics.
• Prepare post-event reports summarizing ROI, engagement outcomes, challenges, and recommendations.
• Ensure proper record retention in accordance with company policies and regulatory standards.
• Maintain organized digital and physical event files for auditing and marketing analysis.

Qualifications

Education & Experience

• Associate or bachelor’s degree in marketing, communications, business, hospitality, or related field preferred.
• 2+ years of event coordination, marketing support, or project management experience.
• Experience in B2B services, facilities management, or commercial services industry preferred.

Skills & Competencies

• Strong organizational and project management skills.
• Ability to manage multiple events simultaneously.
• Excellent written and verbal communication skills.
• Detail-oriented with strong documentation practices.
• Budget tracking and vendor management experience.
• Proficient in Microsoft Office, Google Workspace, and CRM/event tracking systems.
• Ability to work flexible hours including occasional evenings or weekends.

Core Competencies

• Professional Representation
• Operational Awareness
• Cross-Functional Collaboration
• Planning & Execution
• Budget Accountability
• Documentation & Compliance
• Results & Reporting Focused

Working Conditions

• Travel to trade shows, client properties, and community events as required.
• Ability to lift and transport event materials (up to 30 lbs).
• Occasional evening or weekend availability depending on event schedules.